Cisco Webex, Jabber, and Spark Support

Cisco Webex - The Virtual Meeting Center

 

Launching a Webex Meeting from the New Modern View

 

Sharing Your Screen and Changing Roles

 

How to Record a Webex Meeting

 

Meet Cisco Spark

 

How to Leave a Webex Team Space
A Day In the Life of Cisco Jabber

 

The Basics of Using Jabber

 

Personalizing the Jabber Experience

 

Using the Jabber Address Book

 

Troubleshooting
  • If you encounter problems or issues with your webex session, please call the IT Help Desk at extension 6684
  • If you have questions about how to use Webex's advanced features, log into Webex and click the "Support" link
Webex Meetings - Best Practices
  • Start your meeting on time to respect your participants' schedule
  • If you're recording the meeting, let your participants know at the beginning of the meeting
  • If you're using Webex for a presentation (as opposed to a meeting where people are talking back and forth), mute the participants until the end, when you should host a Q&A portion
  • End your meeting on time as well
  • If you're new to hosting Webex meetings, practice in your personal room once or twice to get a feel for where the options are (sharing, recording, assigning privileges, etc.)
  • Use the "Invite/Remind" feature of your meeting if any participants haven't logged in by the start of your meeting
  • As the host, you should login and start your meeting between five and ten minutes before the scheduled to start
Audio & Video Options

Audio

  • Use your personal room to test your audio setup prior to the actual meeting
  • If you have a headset and microphone, select the "Call Using Computer" audio option for clearest audio quality – especially if you plan on recording your meeting
  • If you don't have a headset and mic but you'll be hosting Webex sessions on a regular basis, please contact the Help Desk for a price on a set. A quality set is not very expensive anymore
  • If you have more than 10 participants in your meeting, disable to noise alert when people join or leave your meeting
  • Try to minimize any background noise that could be picked up by your mic or phone
  • Mute your mobile phone during the meeting
  • If you are a participant and you need to step away from the meeting, do not put your phone on mute as the hold music will be heard by everyone on the line – instead, mute yourself in Webex

Video

  • For better performance, disable the use of video in your meeting if you have more than 5 or 6 participants
  • For best video quality, don't have your webcam pointed at a window otherwise you may end up as a silhouette
  • To help your participants feel engaged, remember to look at your webcam when talking instead of at your monitor – this will make the participants feel that you're looking right at them
  • To avoid double- and triple-chins, position your webcam so you have to tilt your head upward a bit. 
Equipment/Setup
  • For best audio performance, we recommend the use of a headset and microphone – please call IT to get a quote on a set
  • We recommend the Logitech C270 webcam if you don't currently have a webcam
  • If you have a laptop or mobile device (tablet or a phone) with a built-in webcam, those will work fine although we would recommend a headset with mic.
Sharing
  • It's better to share a specific application instead of your entire desktop
  • Turn off desktop notifications (Outlook, Jabber, etc.) to avoid accidentalyy showing private information
  • Close any browser windows that don't apply to your meeting
  • Close Outlook and other email applications to avoid sharing personal emails

In a nutshell, if you don't want it seen by the other people on your meeting, close it down.

Jabber
  • Add your Webex personal room (See the section below, Using Your Personal Webex Room on how to find your room's URL) to Jabber under Options so that you can easily launch a Webex meeting from a Jabber session
  • If the notifications (either sounds or pop-ups) are distracting for you, you can turn them off under Options
  • Need to be left alone to complete a critical assignment? Just set your Jabber status to Do Not Disturb to prevent phone calls or messages to you
  • Adding contacts to your address book is optional but a great way to easily find and call/message people
  • Use groups to organize the contacts you add to your address book
  • The groups that you create in your address book will be displayed in alphabetical order. To force a group to appear at the very top, use a special character – like the asterisk – at the front of the group's name
  • Create a " * Frequently Called Numbers" group and populate with the contacts who you regularly call or message (the asterisk forces it to the top of the list)
  • To add a contact that is off-campus, remember to put an '8' at the front of their phone number when entering them into your address book
When to Use Webex and When to Use Teams

At first glance, both Webex and Teams (Spark) appear to do the same thing. And although there is some overlap in functionality, they serve two very different purposes and knowing when to use one or the other will help you use both successfully and effectively.

Webex is designed for the online, real-time meeting space and can be used in conjunction with an in-person meeting. 

Teams is designed to be an online collaborative team workspace, where meetings and collaboration are on-going and where a record of the work is needed.

Webex - Good For: Teams - Good For:
  • A one-time meeting
  • A more traditional meeting
  • A specific topic
  • Ongoing projects
  • Creating a "place" for your team to meet and work together
  • Having an ongoing record of conversations and uploaded files
  • Project collaboration

 

Using Webex and Chrome

Before using Webex in the Chrome browser, you need to install the Webex for Chrome extension. You can find and install it here.

If you don't install it, Webex will open but you cannot start or join any meetings.

Using Your Personal Webex Room
  • Don't forget to unlock your room if you want to let people join
  • Share your personal room address (benu.webex.com/meet/youruserid) with people to increase your use
  • Enter your personal room information in Jabber so that you can quickly launch a Webex meeting from Jabber (see the video in the Jabber section of this page)
  • Upload a picture of yourself and customize your personal room – Cisco has instructions here to help you
  • For faculty, the personal room is a great way to offer online office hours
Cisco Teams - Best Practices
  • Use Teams to use as a collaborative workspace instead of email - you can upload files to the space, create a virtual whiteboard, message other members inthe space, or even launch a Webex meeting.
  • Team spaces are asynchronous, meaning that the members of the spaces can work in the space when they want to - unlike a meeting where everyone has to be present at the same time.
  • You can leave a space at anytime by viewing the list of people in the space, right-clicking on your name, and then selecting "Leave Space".

Standalone WebEx Recording Player (.arf files)

Download and install this utility to replay a WebEx recording in a standalone player or convert your .arf WebEx file to MP4.

WebEx Meetings Desktop App

The Webex Meetings desktop app allows you to start and join meetings quickly from your meetings list within the app without going to your calendar or Webex site. It also allows you to add a Webex meeting directly in Microsoft Outlook. The Windows version also supports integrations with Microsoft Office.

Webex
Webex Essentials, Presented by Cisco (length 25:40)

 

Beyond the Basics of WebEx, Presented by Cisco (length 27:53)

 

Host Powerful Meetings in Your Personal Room, Presented by Cisco (length 23:43)

 

Teams
Create, Organize, and Collaborate with Webex Teams, Presented by Cisco (length 29:00)

 

Enhance Collaborations with Webex Teams, Presented by Cisco (length 17:38)

 

Jabber

Coming Soon!