Conduct an Online Class, Meeting, or Event
As a Temple faculty or staff member, you can initiate an online web conference using a highly-rated, industry-leading product called WebEx. Setting up a web conference enables you to teach a class, deliver presentations, collaborate on documents, or demonstrate a program. Once you initiate a conference, you can invite students to participate, as well as other faculty and staff members.
The instructions below will give you a general idea on how to set up and conduct a WebEx session. For additional information, see the video training tutorials section towards the bottom of this page. To learn more about Temple's WebEx service, visit the WebEx FAQ page.
Table of Contents
I. Equipment you will need
II. Setting up and conducting your online class, meeting, or event
- A. Test your equipment
- B. Schedule your online time and invite participants
- C. Forward the session link to your participants
- C. Join the session
- D. Conduct your class, meeting, or event
- E. End your session
III. Video training tutorials available
IV. Obtaining training and help
Temple's version of WebEx uses Voice over Internet Protocol (VoIP). This means that instead of using your phone, you speak and listen through your computer's Internet connection. To accomplish this, you will need each of the following:
- set of speakers or headphones
- webcam (if you plan to transmit video)*
- microphone (if you plan to speak)*
* Many laptops come with a built-in webcam and microphone, but you can also also purchase them inexpensively. Webcams that are purchased separately also usually include a built-in microphone.
If you plan to speak as well as listen, a headset with a built-in microphone is recommended.
Note: If you are using a Mac, be aware that USB headsets can cause a system crash when using WebEx. WebEx is aware of this problem and is working on a solution.
When organizing an online class, meeting, or event for the first time, practice beforehand with a friend or colleague to familiarize yourself with the program's capabilities. The practice session will also allow you find out if your webcam and microphone are set up properly so participants can clearly see and hear you. It also a good idea to set up a test session, and log in both as the host and as an attendee.
The instructions below explain how to quickly set up a Training Center or Meeting Center session in WebEx. These instructions assume you are using one of the following web browsers: Internet Explorer or Mozilla Firefox (PC) or Safari on a Mac.
- Training Center
Use to deliver online classes, training, and e-learning.
- Meeting Center
Use to meet online, collaborate, and share content.
Note: Meeting Center enables participants to join meetings (but not host meetings) via mobile devices, including the iPad and Android tablets. Training Center currently does not offer this functionality. To learn more about the differences between Meeting Center and Training Center, refer to the WebEx Compare Products chart.
After setting up your Training Center or Meeting Center session, you will receive two email confirmations. Each confirmation will each contain a link for entering the session.
One confirmation will contain Forward to Attendees in the subject line. You will need to forward this link to each of your attendees. You can either send the link via email or post it in your Blackboard course or organization. Note that for recurring meetings, your attendees can reuse the same link each time.
The other confirmation will contain Meeting Scheduled in the subject line. This contains the link you will use for your Blackboard course. Note that for recurring meetings, you can reuse the same link each time.
You and your participants will receive an email confirmation with a link for entering the session. Click on the link and select Join Now. If you are a participant, you will need to enter your name and e-mail address.
Note: The host will receive an email notification each time an attendee joins the session.
If you are prompted to participate in an integrated voice conference, click Yes.
If this is the first time you are using WebEx, a window similar to the following appears that enables you to test your speaker and microphone settings.
In the Speaker section, click the Test button. If you hear a sound, it means your speakers are working.
Next, in the Microphone section, make sure the correct microphone is selected in the list box. Then speak and adjust your volume until the green bar moves into the good range. When you are finished testing, click OK.
When you join the web session, a WebEx window will open. For a quick summary of the options on the screen, such as sharing your desktop or files, click on the following links:
- If you are the conference host, click the End Training Session or End Meeting button on the lower right portion of the screen. This will end the session for all participants.
- If you are a conference participant, click the File menu and select Leave Training Session or Leave Meeting.
- For a comprehensive overview of WebEx, refer to the Up and Running with WebEx Training Center video on the lynda.temple.edu web site. Note: You will need to log in with your AccessNet username and password to view this video.
- For quick overviews of some specific features, refer to the following videos from the Cisco WebEx web site:
Note: While these videos apply to Temple's version of WebEx, some of the other videos the site, while useful, cover material that is slightly different from Temple's version.
- For detailed instructions tailored for instructors using WebEx to teach a Distance Learning class, see the Distance Learning Program WebEx page.
If you have any questions about WebEx, contact the Help Desk by submitting a TUhelp request or call
215-204-8000. You can also contact the Help Desk to schedule a one-on-one consultation or request a training session for your group with an Instructional Support Center consultant.
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