Webex FAQ

Frequently asked questions about Webex and the answers

  • How do I get access to Webex?

    If you would like to organize a Webex Meeting, the head of your institution (or you on behalf of him) can apply for a Webex Account under the following form https://www.uni-ulm.de/einrichtungen/kiz-notbetrieb/infos-zum-notbetrieb-von-diensten/antrag-auf-webex-account/. This account will usually be activated within a few hours. You will then receive an invitation mail from Webex (with the subject: "Universität Ulm has invited you to Cisco Webex" ). With the information contained in this mail you can activate your account yourself.

  • I have not yet received an invitation mail to Webex or cannot find it anymore. What can I do?

    If you have not received an invitation email the day after submitting your application, please use our form https://www.uni-ulm.de/einrichtungen/kiz-notbetrieb/infos-zum-notbetrieb-von-diensten/antrag-auf-webex-account/ again and point out this problem in the comments. We will send you an invitation again.

  • Do I need an account to participate in a Webex meeting?

    No, to participate in a Webex Meeting you do not need an account. You will receive an invitation email from the meeting organizer with a link to enter the meeting room. You do NOT have to follow the suggestion to download the Webex Meeting Software. You can then also choose "Join via your browser" (usually in small font and further down the page).

  • Do I need an account to host a Webex Meeting myself?

    Yes, as organizer (host) of a Webex Meeting you need an account. You can get one by filling out the following form: https://www.uni-ulm.de/einrichtungen/kiz-notbetrieb/infos-zum-notbetrieb-von-diensten/antrag-auf-webex-account/

  • How can I manage my Webex Meetings?

    Visit https://uni-ulm.webex.com/ and log in with your Webex account. Under the navigation point Meeting you can now schedule a Webex meeting and invite participants to it.
    Or alternatively (with installed webex meeting software): Click on the button "Schedule" or "Schedule meeting".

  • How do I invite participants to my Webex Meeting?

    Log in with your Webex account at https://uni-ulm.webex.com/. In the menu item Meetings you can either schedule a new meeting or edit an existing meeting. Insert the e-mail addresses of the participants into the field "Participants". All participants will then receive an e-mail with an invitation to this meeting.

  • My boss has commissioned me to organise meetings for our institute as a Webex Organistor. How do I do this in a way that I do NOT have to be present at the meetings myself as the organizer (host) to start the meeting?

    They log in with their Webex account at https://uni-ulm.webex.com (or go to "schedule" in the desktop app "webex meeting" ) and schedule the corresponding meeting there. They also invite a few people, at least their boss. AFTER that you can see a list of upcoming meetings in the "Home" or "Meetings" section. Select the appropriate meeting. Then you will see information about this meeting, including a list of invited participants on the right side. To the right of the name of your boss you will see three dots. Click on them and select "Assign alternative host". Then your boss, independent of you, can start the meeting and host it.

    Of course you can do this not only for the boss, but also for colleagues. In any case, the "alternative host" also needs a Webex account, while the other participants do not need one.

    Translated with www.DeepL.com/Translator (free version)

  • How do I participate as a participant in a Webex Meeting?

    As soon as the host schedules a Webex meeting and has added you as a participant, you will receive an email with an invitation to this meeting. In this mail you will find the date and a link to the meeting room. You can either join the meeting via web browser (Firefox / Chrome) or follow the instructions on this page to download a small application to run Cisco Webex Meetings.
    Alternatively, you can get the installer for the desktop app "Cisco Webex Meetings" here: https://www.webex.com/de/downloads.html

  • Can I participate in a Webex Meeting also under Linux?

    After first user experiences it was possible to participate in Webex meetings with the current Firefox without having to install anything special (with webRTC). There is no special software client for this.

  • Can I join an existing Webex meeting room at any time?

    A Webex meeting room can only be entered as a participant after the organizer has entered the meeting room, i.e. has started the meeting. A host can start a meeting planned for the future at any time.

  • As a meeting organizer, can I upgrade a participant to a meeting organizer during a meeting?

    During a meeting: As the host, you can display the list of participants on the right. Click on the three dots next to the corresponding participant and assign the role of alternate host to him or her.

  • What do I have to consider if I want to organize or participate in an exam via Webex?

    For this we refer to the page Oral Online Exams of the ZLE. We can only confirm the urgent recommendation made there to test the video conferencing system at the latest on the day before the exam!

  • What is the Desktop Software "Webex Meeting" for and where can I get it ?

    For owners of a Webex account this is practical, because it makes some processes clearer or more comfortable:

    •     Start a meeting in your personal conference room: Button "Start a Meeting".
    •     display the corresponding URL (e.g. to simply copy it in invitation mails to later participants)
    •     Start the web interface for scheduling a meeting: "Schedule" button. There you can also make various account settings.
    •     Display the next upcoming meetings (if necessary, click "Refresh" icon for update)
    •     join a meeting displayed there as a participant (button "Join") or start it as an organizer (button "Start")

    As a meeting participant I do NOT need this software.

    The installer for the desktop app "Cisco Webex Meetings" is available here: https://www.webex.com/de/downloads.html

  • I have a Webex account. What is my "Personal Conference Room"?

    This has the address uni-ulm.webex.com/meet/firstname.surname and can be used at any time, even without "scheduling a meeting". By yourself, by using the button "Start a Meeting" in the Webex Desktop Software. By any other participant by entering the URL into his browser - he DOES NOT HAVE to download the webex meeting software.  If the other participant has also installed a Webex account at the University of Ulm and the desktop software, he can enter only firstname.surname as meeting information to join this room.

  • Can image and sound transmission be interrupted during an exam held via Webex?

    Yes, that can happen. At the moment about 5% of all participants have quality problems. These show themselves, for example, by a short "freezing" of the picture or by sound interruptions. Also, participants have already left the conference completely. They then had to rejoin the room. Due to the current situation, some Internet nodes, especially to DSL providers, are at the limit of their capacity. Since data is transmitted on the Internet without prioritization, Webex primarily tries to transmit the audio signal.

  • I am in an ongoing meeting and use the desktop software "Webex Meetings". How do I get a (also quantitative) assessment of the network quality?

    Go to the video window of the desktop software "Cisco Webex Meetings" (the window in which you see the camera image of your conference partner). This includes (under Windows at the top) a menu bar (left File, right Help). Go to Help/Health Checker/Summary or to Help/Health Checker/Audio and Video Statistics ).

  • What can I do if the connection quality is poor?

    Switch off the camera (reduces the required bandwidth). If the sound quality is very poor: use the telephone dial-in number. In some cases it was also on the computer: update web browser software if necessary. PC sufficiently powerful? (check CPU load)

    Proactive: Set up meetings in "daytime marginal situations" and do not start on the full or half hour

    For more information, including general information on using a PC as a videoconferencing terminal, see the Troubleshooting page for network problems. Troubleshooting page for network problems.

     

  • I use a local computer in my home office to work on a remote computer (in the office) via RDP. Can I also do video conferences with Webex?

    Yes, please make sure (!!) that the necessary software (browser or webex app) is running on your local computer.

  • Why should I better not start meetings on the full or half hour?

    Because everyone does it this way - and even if the Internet is not overloaded even then, a high load is generated on the central Webex server by the participant handling at the beginning of a session. This can lead, for example, to a video connection but no audio connection. Then it is best to try again 3 minutes later.

    See also the question about the status query of the central Webex server.

  • How can I check the status of our central Webex server?

    On status.webex.com everything in the section "Webex Meetings" (scroll down if necessary) should be set to operational.

    In the peak load time on the hour (e.g. at exactly 11:00 am) it can happen that for a few minutes the status of "Start/join meetings" is no longer operational and thus indicates problems. Then, for example, when joining a meeting, a video but no audio connection is established - although the Internet itself does not have any problems (video packet loss rate 0%). Then you can try again a few minutes later with a chance of success.

    Therefore, for the time being, we recommend not starting meetings on the hour or half hour.