New - starting in May 2022: Webex Teams and Webex Meetings under one interface
Until now, users had to use two separate programs to launch video meetings and group work/chats. As of May 2022, there is only one program for both: Webex.
The new unified software replaces the old one today - you don’t have to do anything. It's that simple!
With Cisco Webex, everyone at EUF can hold web meetings, organize web conferences, and keep in contact with each other. Here, we show you how to get started easily and quickly.
How do I start Webex?
Starting Webex is easy: just click on the invitation link you received and follow the instructions. If you want to schedule your own meetings or use Webex frequently, you have two options:
Open Webex platform in browser Download Webex software*
*By the way: EUF staff already receive Webex directly on their work computers. You do not need to download and install the software yourself.
Which login data should I use?
EUF students and staff can use their normal network login data for students or staff to log into Webex.
If you are a new user, before logging in for the very first time you will need to activate your account.
When you open the portal uni-flensburg.webex.com, first enter your EUF email address and then your normal network login data. Depending on which browser you use, there may be a security prompt. Simply confirm it by hitting "accept." This is the so-called Shibboleth authentication (German only).
The whole process in 5 screenshots:
Quick Start Guide
Find out directly from Webex how to optimally set up the software for your needs –d whether to adjust the program settings, create "workspaces," or control how you want others at EUF to see you and your status in the app.
That is correct. ZIMT service can only provide you with limited assistance if you have problems with Cisco Webex. Web conferences involve many different hardware/software/configuration constellations and participants –too many to be feasible for our personnel.
If you experience a problem while using Webex as a web conference participant or organizer, please try to resolve the problem yourself through the Cisco Webex Support service, or by researching online.
We appreciate your understanding
Having said that: don’t worry! Cisco Webex is very simple and intuitive. Rarely - if ever - should you experience any problems.
If you are hosting a Webex video conference, you can record it. Ask all participants in advance if they agree to be recorded.
You can choose to save the session to your computer as a video file (mp4), upload it to Webex servers or directly the EUF Panopto video platform (more information on the Intranet [30732] German only).
The sound quality for other videoconference participants is definitely better if you use a headset.
Especially when you are talking for longer periods of time, people will be grateful to you. There will be less noise and feedback when you use a headset, and they will be able to follow you better.
The microphones built into notebooks and webcams are usually of poorer quality, or at least they are further from your mouth as you speak. This can affect the volume of your sound, making it sound quieter or choppier
A common problem during web meetings is that users have trouble with the microphones, sound playback or webcams on their computers.
Microphone:
- Connect your headset/headphones if you do not want to use built-in one on your computer or tablet.
- Test the microphone with the built-in "voice recorder" of Windows (or similar, for Apple). See screenshots 1-3.
- Start the web meeting. You will see a kind of "virtual waiting room." Here you can test your microphone, sound output and webcam on your own, away from other participants.
If you encounter a problem, change the settings. For example, often you will see two or three webcams (such as a notebook-internal microphone, a headset microphone, and the webcam that you want to use for the meeting). Use the drop-down list to switch between different devices until you find the right one. Webex will remember this setting for the next time.
1. As a test, you can scratch the microphone you want to use to see if it's the one you just selected. The Webex settings screen will then show your volume level. The "scratch test" gives a clearer result than testing by speaking, since even the wrong microphone can show a volume spike when it is scratched. See screenshot 4.
You can use this same function during Webex meetings, if you get feedback from other participants that something seems to be wrong with your settings. See screenshots 5 - 6.
If none of this helps, other approaches can be used:
- -Close any programs that could be using your microphone, to block it exclusively for Webex.
- -See if the headset has its own volume control on the cable.
- -Something may gotten stuck in the basic Windows settings. Quick fix [JPG]
A common problem during web meetings is that users have trouble with the microphones, sound playback or webcams on their computers.
About the webcam:
- Connect your webcam, unless you want to use the built-in microphone on your notebook/tablet.
- Test the microphone with the built-in "Camera" app of Windows (Apple equivalent). See screenshot 1.
- Start the web meeting. Before entering a Webex meeting room, you always first find yourself in a kind of "virtual waiting room." Here you can test your microphone, sound output, and webcam in the absence of other participants.
If you encounter a problem, change the settings. Sometimes, for example, two webcams are displayed (e.g., you might see your built-in notebook camera alongside the separate webcam that you actually want to use). Use the drop-down list to switch between different devices until you find the right one. Webex will remember this setting for the next time.
The Webex settings screen shows the correct image. See screenshot 2.
You can use this same function during Webex meetings, if you get feedback from other participants that something seems to be wrong with your settings. See screenshots 3 and 4.
If none of this helps, other approaches are possible.
- Close all programs that could be using your webcam, to block it webcam and thus block it exclusively for Webex.
- See if the camera has a slider that covers the lens.
- If your camera never displays an image, it may be too old for the operating system you are using.
One of the most common problems with web meetings of any kind is that you don't have a handle on the microphone, sound playback or webcam on your own computer.
To the sound:
- Connect your headset or headphones if you do not want to use your computer's built-in audio.
- Start the web meeting. Here, there is always a kind of "anteroom" in between, where you can test whether your sound (as well as microphone and webcam) works independently of all other participants.
Using the drop-down list and the TEST button you can test the settings. Often you will initially hear nothing or from the wrong speaker because by default the sound is set to output to the monitor or normal speakers. You can easily change that. Webex will then remember this setting for the next time. See screenshot 1.
You can also use the same function during the meeting if you cannot hear other people in the room. See screenshots 2 and 3.
If all this does not help, other approaches are:
- Sometimes the sound is too low, although you have actually turned it up quite loud, because there is another program running in the background on your computer that affects the sound level. TeamViewer and other communication programs are examples of this. Stop them and the volume in Webex meetings should normalize.
- If you are using a headset, please check if it has a cable control that is too quiet or set to mute.
- If there is any noise (crackling, squeaking, electronic sounds), it could also be on the microphone of another participant in the round. Muting everyone except the presenter often helps here. This can be arranged by the instructor.
Tell participants in your meetings how to speak up. Should you just talk away (recommended for small groups only), chat or "raise your hand" (see there)? Or do you want to do some speaking first and then give everyone a chance to respond, for example, by name calling by you? - This is your decision. However, you should communicate this in advance for everyone's clarity and for the smooth running of the meeting.
In practice, it has proven to work well for seminars if the lecturer divides your contribution into smaller portions and schedules question and discussion phases in between.
The more participants join a virtual event, the more noise can be generated. This can disrupt the understandability of the person speaking.
It is therefore a good idea to mute everyone's microphones and only release them when someone asks to speak The participants themselves can release the microphones again, or you as the lecturer can do so by pressing the corresponding button next to the picture of that person.
You should force mute all microphones before the session begins by selecting Participants > Mute on entry (Teilnehmer > Stummschalten bei Beitritt). See screenshot 1.
If there are already a few people in the meeting room and this is becoming more and more disruptive to the acoustics, you can also easily turn off all microphones at this point: Participants > Mute All / Teilnehmer > Alle Stummschalten) See screenshot 2.
Being in virtual meeting room before the exact starting time of your class or meeting gives you following advantages:
- You can set up your own technical equipment at your own pace and may even already have an earlybird student on hand to use as a test subject.
- You can customize the room with your settings: Mute on enter, record from this time to that time, etc.
- Being early makes you more approachable, and allows you to clarify issues that would otherwise disrupt the flow of the class or meeting.
- Students can also arrive one at a time, so that - in contrast to the simultaneous rush of all students - their initial connection speed is improved.
If you want to have a personal one-on-one meeting, it is better to schedule this as a separate event. You should not use an classroom/meeting room or your personal space at uni-flensburg.webex.com/meet/firstname.lastname for this purpose. Otherwise, someone could spontaneously enter the room at any time unplanned.
For added security, you can even completely lock a running room in the Meetings app via the Meeting > Lock Meeting menu.
Not all participants have a (working) microphone. In addition, you will often have need to mute everyone in the room.
For these reasons, it is especially important to note whether someone uses the "raise hand" function or asks a question in the chat.
You can display the participant and chat panels by pressing the corresponding buttons at the bottom of your screen. Screenshot 1.
Watch for the show of hands in the participant list. Then someone gets in touch. Screenshots 2 and 3.
Many components are involved in the speech output of a web meeting: the Webex software, the microphone, its driver software, the output speakers of listeners, the operating system, special software from the maker of the sound card, and the Internet connection itself.
Since each of these components can influence sound output quality, it is important to speak as clearly and fluently as possible. Doing so creates a continuous "stream of transmission" – one that can easily pass through all the components involved.
Studies show that sounds from people who speak in a rather choppy and pondering manner do not transmit very clearly. This is because, for performance reasons, "optimizations" are made at various points along the "stream of transmission." These optimizations can cause words to be cut off or swallowed, especially at the beginning of a newly recorded audio clip.
Many components are involved in the speech output of a web meeting: the Webex software, the microphone, its driver software, the output speakers of listeners, the operating system, special software from the maker of the sound card, and the Internet connection itself.
Since each of these components can influence sound output quality, it is important to speak as clearly and fluently as possible. Doing so creates a continuous "stream of transmission" – one that can easily pass through all the components involved.
Studies show that sounds from people who speak in a rather choppy and pondering manner do not transmit very clearly. This is because, for performance reasons, "optimizations" are made at various points along the "stream of transmission."
Depending on the configuration of your computer and its operating system, as well as the apps and programs on it, other communication tools running in parallel (such as TeamViewer) may compete with your computer's audio resources.
As a result, the microphone volume (how you are acoustically understood by your conversation partners) as well as their own audio output (their voices) may become too low.
If this happens, close other apps like TeamViewer or Skype and restart Webex Meetings. To be on the safe side (Windows users), also right-click on the program icon for each app at the bottom right of the taskbar next to the clock.
The volume level should then work at a normal level again (ideally, you can test this beforehand).
If you use VPN from home office to connect to network drives and other services in EUF, it might cause problems during a Webex meetings session.
This is because the special security of VPN connections gives them a lower speed. This can lead to disturbed picture and sound in Webex meetings - especially if many people use VPN at the same time (weekdays between 10 am and 4 pm). Flickering and sound dropouts are typical phenomena.
So if you don't really need VPN during the Webex session, it’s best to stop it before the meeting starts. Sometimes it also helps to save a file you need locally, and then upload it again after the session, one you have re-enabled the VPN.
For lecturers: Try it out before your first class, and put yourself in the position of a participant
Your personal Webex meeting room is permanently available to you.
You can usually reach it via: uni-flensburg.webex.com/meet/firstname.lastname
Before your class or meeting, you can use this space to
- Test your hardware (camera, microphone and speakers)
- See how your controls are working and
- Try out the participant view
You can try out the participant view by entering your personal room (usually uni-flensburg.webex.com/meet/firstname.lastname) on your main computer, and then joining the meeting from another computer, like a student would do.
Your personal smartphone or a tablet is also very suitable for this test. To do this, download the free Webex Apps from the Google Playstore or in the Apple App Store download. If you are asked for a name and email address there when you first open the app, do not use your official (EUF) data from your Cisco Webex account; otherwise you will be redirected back to your "room owner" role. You can easily use a fictitious name and a private or invented email address as a "visitor" without any problems.
When inviting people from outside EUF to a meeting, take care with email addresses and junk folders.
As everyone should know by now, Cisco Webex invitation emails to people outside EUF may also end up in their SPAM folders. If possible, point this out to participants if you entered their email addresses directly in the Cisco Webex web interface when creating the meeting.
The emails could be in their smartphones, in an email program like Outlook or Thunderbird, or directly in the email provider's webmail in a SPAM folder.
To prevent this from happening, you can always use the following options:
- Use the Outlook plugin of Cisco Webex Meetings (the so-called Webex productivity tool) to send invitations from your normal EUF mailbox. This makes EUF, rather Cisco, the email sender. In many cases, the sender’s good "reputation" is helpful.
- If you don't want to use this plugin and still want to use the good web interface to add people from outside EUF, that's not a problem either: Create the meeting in the Webex web interface and then copy the link and password to the meeting room. You can then inform participants in your usual way – in the simplest case, by using your university email address.
You will often share your screen during meetings in order to share PowerPoint presentations, PDFs, graphic files, a special program, or your browser with participants.
Pay particular attention to the following:
- Have as few programs open as possible open - and only the ones you actually need for that meeting, class or session.
- If you want to use a browser or other program, make sure that it does not reveal personal things that you do not want to share with others. This includes bookmarks in the bookmarks bar, your last search in the search window or even previously visited web pages that appear as suggestions when you type another address/URL in the browser. Instead of cleaning up, you could use an alternative browser that you only use for presentations.
- Think about what you share (see screenshot). Do you want to share a whole screen so that every program you open there is visible? Or do you only want to share individual programs? Your decision depends mainly on whether you want to work with one or several programs.
Example screenshot: With this selection, the entire "Screen 1," including all programs, would be shared and displayed.
If you use Microsoft Outlook on your computer and have administrator rights there, you can install a suitable plugin. With the help of this plugin, you can send appointment invitations directly to a suitable virtual meeting room from Outlook, as usual.
1. Get informed
2. Download the "Cisco Webex Productivity Tool" plugin and install it (Note for employees)
3. Use it intuitively or with the help of this tutorial (YouTube)
You can use breakout sessions in your seminars or meetings to divide your participants into smaller groups where they can collaborate and share ideas. In the German version of Cisco Webex, Breakout Sessions are called "Teilgruppen-Sitzungen."
You will notice that setting up subgroups is very easy and intuitive.
Detailed information:
- Overview of all details about breakout sessions in Webex (Webex Help Center)
- Create Breakout Sessions (Webex Help Center)
In a few steps:
Also in the separate Webex Training module, breakout sessions are called "subgroup sessions." Using the Webex Training module, you can create courses/trainings and divide participants into further subgroups as they progress.
Detailed information:
- Set up breakout sessions (Webex Help Center)
- Manage Breakout Sessions (Webex Help Center)
The illustrated instructions show you how to set up such subgroups:
This is not a problem.
Firstly, you need to know that most of the functions can be used without the installed variant of Webex. Most of it simply runs in the browser.
On the other hand, you have the option of downloading the Webex desktop app via the ZIMT software kiosk. This is automatically located on your computer. You can find the icon on the desktop.
I would like to play music with others, but the sound keeps breaking up. Is there anything I can do?
![Quick fix [JPG]](/fileadmin/content/intranet/anleitungen/zimt/cisco-webex/screenshot-webex-mikrofon-profi-3.jpg){kind=link}
Yes, Cisco provides a page where all users can check and see whether any problems (e.g., problems connecting to Webex Meetings) have to do with errors or maintenance on the overall Cisco system: https://status.webex.com.
Since Cisco Webex is one of the world's leading providers of web conferencing solutions, outages are extremely rare. However, with millions of parallel sessions and thousands of servers, technical problems can still occur. When that happens, the Webex systems can be unavailable for short periods of time.
In the event that Cisco Webex is unavailable, you can switch to our web conferencing systems of the German Research Network (DFN) www.uni-flensburg.de/go/webconf
Tip: It helps if you as a lecturer have already gotten familiar these alternative systems in advance and tried them out once. Then a last-minute switch "in case of emergency" won’t be a hurdle.