IT Services



WebEx:FAQ




Contents

If you are new to the WebEx service, you might want to find out more about what webex can do for you and your department. For more information, please read the below sections:-

WebEx F.A.Q




1. What is WebEx?

WebEx is a web conferencing and collaboration service. It can be used for one to one meetings and interviews, to training and mentoring, technical support and helpdesk.
To find out more, click for a short tour.

WebEx is split into different sectors or 'centers' depending on whether the WebEx is being used for a meeting, a training session or a support session. Click for a breakdown of the different features.

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2. How can WebEx help my meeting?

Most of us will have been in an audio conference. WebEx takes an audio conference to a new level with the ability to show presentations, share documents and applications.

WebEx is great for long distance meetings between participants as travel costs and time can be reduced, also reducing the University's carbon footprint.
Even within Oxford, WebEx simplifies the sharing of documents in a meeting.

Students, interviewees and external colleagues can be brought into meetings easily without cost to themselves.
Home workers can collaborate without travelling.

WebEx is more than meetings; use it in a technical support situation to view a user's screen and help them remotely.

Different features of WebEx will suit different situations. Click for a breakdown of the different features.

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3. Is a WebEx better than just an audio conference?

WebEx allows the sharing of presentations, applications and the entire desktop.
Participants in the WebEx can view video, chat to each other and contribute to a whiteboard. WebEx provides both web and audio conference facilities.

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4. Aren't there other web conferencing solutions?

Yes. We believe WebEx is a good choice because of the high quality service and support that it offers and also because it integrates well with existing telephony.

This service does not prevent other departments and units running their own service.

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5. Is WebEx secure?

Yes. Data is transported from the client to the WebEx Collaboration Cloud using 128-bit SSL.
Documents and presentations are encrypted end-to-end using AES prior to transport.

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6. Who is the WebEx service for?

The WebEx service is for anyone in the university who runs interviews, meetings, training sessions or support sessions.

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7. How much does it cost?

The WebEx service costs £300 pa for one account. This includes use of Meeting Center, Support Center and Training Center. Please click for an explanation of different WebEx centers.

If you intend to have multiple accounts in your unit, or would like unit-specific branding, please e-mail the WebEx administrator for pricing details.

Any call charges incurred during the WebEx will be charged back to the telephone number associated with that WebEx account.

Please see the terms and conditions for more information. The University has 11 'ports' or concurrent users available. Any single meeting which has over 11 attendees will be charged overage at the rate of £3.44 + VAT per extra person per 15 minute period.
For the avoidance of doubt, that means a meeting with say 15 participants logged in and taking part, will be treated for overage at the rate of :- 4 x £3.44 per 15 minute period or part of, therefore a 25 minute meeting will be 4 x £3.44 x 2 = £27.52 + VAT.

The university will pay the overage, if incurred, as part of our contract terms as it is a useful facility but this will be re-charged to the relevant user department to recover those additionally incurred costs. If you are organising a WebEx for 12 participants or more (including the host)please contact WebEx@ox.ac.uk in good time to discuss. We will work with you and WebEx to achieve best value for your meeting. It is possible there could be a different one-off solution at an additional fixed cost that will be cheaper than using the overage facility.

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8. How do the call charges work?

The call charges depend on how you and the other participants join the audio conference.

If you join via your computer (with a headset/microphone plugged into your PC) there will be no call charges.
If you and the participants are called back by WebEx, there is a callback cost to the host of the meeting.
If you and the participants call the WebEx freephone number, there is a callout cost to the host of the meeting.
If you and the participants call the WebEx chargeable number (0208xxxxxx), there is a bridging cost to the host of the meeting. The cost of calling an 0208 number will be carried by each participant independantly.

Please see full details of call charges.

The University has 11 'ports' or concurrent users available. Any single meeting which has over 11 attendees will be charged overage at the rate of £3.44 + VAT per extra person per 15 minute period.

For the avoidance of doubt, that means a meeting with say 15 participants logged in and taking part, will be treated for overage at the rate of :- 4 x £3.44 per 15 minute period or part of, therefore a 25 minute meeting will be 4 x £3.44 x 2 = £27.52 + VAT

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9. What if I want to run large meetings?

The University has 11 'ports' or concurrent users available. Any single meeting which has over 11 attendees will be charged overage at the rate of £3.44 + VAT per extra person per 15 minute period.

For the avoidance of doubt, that means a meeting with say 15 participants logged in and taking part, will be treated for overage at the rate of :- 4 x £3.44 per 15 minute period or part of, therefore a 25 minute meeting will be 4 x £3.44 x 2 = £27.52 + VAT

If you wish to run meetings which have more than 11 participants you will need to use Event Center, which costs £55 per month and will take up to 100 participants - the 101st participants will not be able to join.

The £55 includes one way audio which means the speaker/panel will broadcast and the other participants will be able to hear but not to speak. The participants will be able to interact via chat and a question and answer panel.

The Event Center will have its own website and url, for example your-conference.webex.com (depending on availability). If you need your own banner across the top of the site, this is £110 extra.

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10. How do I get an account?

To use the WebEx service, use the account request page to request an account. We will require payment details for the £300 + VAT and a telephone number to associate with the account. All call charges will be against this number.

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11. What do you need to run WebEx?

To run an audio only WebEx, only a phone is required. To show or view a presentation, application desktop etc a computer (platforms Windows, Mac, Ubuntu, Fedora among others) with a web browser (IE, Firefox, Chrome, Safari) with Javascript and cookies enabled is required. Please see the full list of system requirements.

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12. How do I schedule a WebEx?

If you have a University account, log on.

Otherwise, please read the section above about the University service and request an account.

Click on 'Host Login' on the left hand side, and log on when prompted.
Click on 'Schedule a Meeting', again on the left and fill out the details.

The password can be anything you like as long as it is more than 6 characters.
Add the attendees email addresses for them to be informed about the meeting.

Please click for guides on how to set up a meeting.

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13. How do I start a WebEx?

If you have a University account, log on.

Otherwise, please read the section above about the University service and request an account .

Click on 'Host Login' on the left hand side, and log on when prompted.
Just before the meeting is scheduled to start, click on the link for your meeting in the calendar.
WebEx will start the meeting.
WebEx Meeting Manager will load and will prompt for the audio part of the meeting - either enter your phone number to be called back, or dial into the meeting using the numbers given.
You can also use a headset plugged into your computer.

Please click for guides on how to run WebEx as a presenter.

Click for further instructions from WebEx.

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14. How do I join a WebEx?

You do not need a WebEx account to join a WebEx meeting.
The person setting up the meeting will have sent you an email with the details of the meeting. This will include a link to the meeting. Click on this to join the meeting. WebEx Meeting Manager will load and will prompt for the audio part of the meeting - either enter your phone number to be called back, or dial into the meeting using the numbers given.
You can also use a headset plugged into your computer.

Please click for guides on how to join a WebEx meeting.



15. Where do I get support if I have problems?

If you have an issue using WebEx, call WebEx's support line 24 hours a day on 0800 389 9772.

If you have international participants at your meetings, direct them to the international support numbers .

If you wish to change your account or have any other problems with your account, e-mail the WebEx administrator.

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WebEx Information

If you require further information in regards to WebEx email us at e-mail or telephone us on (2)88888.



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