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Using WebEx

WebEx hosts schedule and coordinate WebEx meetings using the paid Notre Dame WebEx Service (nd.webex.com).

Request a Host Account

For WebEx account requests, please contact the OIT Help Desk at (574) 631-8111 or by email to oithelp@nd.edu. When requesting a WebEx Host account, you must provide a FOAPAL number. The Office of Information Technologies will use the FOAPAL for billing use costs each month.

If you are requesting an account for training purposes only, you will not be required to provied a FOAPAL immediately, but you should call in the FOAPAL to the OIT Help Desk before you use the account for the first time.

Hosting an Event via WebEx Meeting Center

Video Tutorial: Scheduling WebEx Meetings YouTube Logo

  1. Go to the ND WebEx Portal (nd.webex.com).
     
  2. Click on Host Log In.
     
  3. Enter your NetID and Password.
     
  4. Click Log In.
     
  5. Click on Meeting Center.
     
  6. Click on Host a Meeting and then select Schedule a Meeting.
     
  7. Enter a Meeting Topic and a Meeting Password.
     
  8. Click on Date and Time and enter the appropriate Date and Start time for the event
    Make sure you set the correct AM or PM.
     
  9. Click on Invite Attendees
    Enter the email addresses of those people you wish to participate in the meeting. Separate mutliple email addresses with a comma or semicolon.
     
  10. Select the option for Send a copy of the invitation email to me.
     
  11. Click Schedule Meeting
    The screen will change to show a summary of the event. If you wish, you can click OK and WebEx will enter the meeting into your Outlook calendar.

Scheduling & Hosting an Audio Conference Call

Once you have a WebEx Host Account, you can host WebEx audio calls by following the steps listed below:

Login to WebEx
Generate WebEx Personal Account Host & Attendee Codes
Schedule the Call
Host the Call

Login to WebEx
  1. Go to the ND WebEx Portal (nd.webex.com).
     
  2. Click on Host Log In.
     
  3. Enter your WebEx username and password.
Generate Webex Personal Account Host & Attendee Codes

This is a one-time setup process for new WebEx accounts. If you do not currently have Permanent Personal Account numbers, please complete the following steps to generate personal account host and attendee codes. If you already have account host and attendee codes, you can skip this section and proceed to Schedule the Meeting below. 
 

  1. Click on My Webex at the top of the screen.
     
  2. Click on Personal Conference.
     
  3. Click on Add Account.
     
  4. Click on the Generate Code option.

    DO NOT check the Allow Attendees to Join Before the Host option. WebEx will then create permanent Personal Conference Numbers for Host and Attendee. These will be your permanent numbers from now on.

    Protect them as you would any sensitive numbers. If unauthorized persons acquire these numbers, they could use them to charge phone calls to your FOAPAL number(s).
Schedule the Call
  1. Click on Meeting Center from the menu bar at the top of the screen.
     
  2. On the left side of the page under Host a Meeting, click on Schedule Meeting.
     
  3. Under Meeting Type select Webex Personal Conferencing from the drop-down menu.

    Webex uses Webex Personal Conferencing to mean create a Telephone Only conference call.
     
  4. Type the Hosts Name into the Meeting Topic field.
     
  5. Click on Date and Time tab on the right side of the screen and enter the date/time for your call.
     
  6. Enter an Estimated Duration Time.

    The event will NOT end until the host ends the call if the estimated time is not accurate.
     
  7. Click on the Audio Conference tab on the right side of the screen.
     
  8. Scroll down. You will see your Personal Conference Account Numbers.
     
  9. Click on the Invite Attendees tab and enter the email addresses of the contacts you wish to invite, seperated by a comma or semicolon.
     
  10. Check the option Send a Copy of the Email Invitation to Me.
     
  11. Click on Schedule Meeting.

    The conference call details are shown along with two sets of access codes. One set of codes is for the Host, the other is for Attendee(s).
     
  12. Log Out of WebEx.
     
  13. Check your email for two new messages from WebEx. The message subjects will be Forward To Attendees… and Meeting Scheduled.
     
  14. Open the message for Forward To Attendees and review the information included in the message.

    This is the same message that the attendees were provided from the email addresses you entered in Invite Attendees. You can forward this email to additional attendees you wish to join the call.
Hosting the Call
  1. Dial 1-866-469-3239 a few moments before your call begins.
    This number was also provided in the host email sent to your inbox when you scheduled this call.
     
  2. When prompted, enter your Access Code followed by the pound (#) key

    Once you enter the code and press #, the conference has started and your invited guests can join the call. You will hear a tone each time an attendee joins the call
     
  3. The meeting will continue until the Host ends the call by hanging up the line.

Attending a WebEx Session

Video Tutorial: Attending WebEx Meetings  YouTube Logo

  1. Join the meeting via the email invitation you received from the meeting host. 
    If you did not get this message, please contact the host to have the meeting details sent to you via email.
    • Click the link in the message to join the meeting.
    • On the Meeting Information page that appears, click Join Now.
       
  2. Join via the host's Personal Meetings page if you know the URL:
    • Go to the host's Personal Meetings page.
    • If the meeting is listed under Meetings in Progress, click Join Now.
    • If the meeting is unlisted, type the meeting number in the Meeting number box. Your host should have given you this or it would be included in your email invitation. Click Join Now.
       
  3. For additional assistance:

Attending an Audio Conference Call

Video Tutorial: Connecting to WebEx Audio Calls  YouTube Logo

Functions Available During WebEx Calls

Key Function
*5 Lock/Unlock
*6 Mute/Unmute Line (Your Line Only)
*8 Continue Without Host
## Mute All Attendees (Does Not Mute Host)
99 Unmute All
*# Play Participant Count
** DTMF Help

Cancel a WebEx Meeting

  1. Login to the ND WebEx Portal.
     
  2. Select Meeting Center from the menu at the top of the screen.
     
  3. Locate the meeting you wish to delete from the Monthly or Weekly Tabs in Meeting Center.
     
  4. Double-Click on the blue meeting description.
     
  5. Click Delete.
     
  6. Click OK to confirm.
     
  7. Log Out of WebEx.

Recording WebEx Sessions

Video Tutorial: Recording WebEx Sessions YouTube Logo

Choosing the Best Way to Share via WebEx

Video Tutorial: Choosing the Best Way to Share via WebEx YouTube Logo

WebEx Training

WebEx provides self-paced and instructor-led training online through its WebEx University. Additionally, our WebEx Help & Training support page contains video tutorials on managing a WebEx account.

Responsible Use of Information Technologies

The users of WebEx must adhere to the Responsible Use of Information Technologies at Notre Dame policy.

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