From W3C Tools Support Wiki

See also: WebEx Best Practices

Is the WebEx Java application mandatory to attend an audio-only meeting hosted by WebEx?

No. If a meeting participant does not want to use either WebEx's Java application or one of the (non-Java) mobile applications and WebEx is only being used to provide audio support, the participant can join the meeting via phone using the call-in number (PSTN) listed below.

As of March 2017 the MIT WebEx instance has WebRTC support for some browsers.

How do I install WebEx?

See Installing WebEx.

Who can mute/unmute participants?

Each participant can mute and unmute their own connection through the WebEx client.

Only the individual who is recognized as "Host" can mute and umute other participants during the meeting. Hosts should refrain from unmuting participants as this could introduce a privacy issue. See also Noise Control.

How can I instruct my participants to attend a WebEx meeting?

The critical information the participants should be told is:

  1. The call-in number - always +1.617.324.0000
  2. The "meeting number" - always 9 digits
  3. The call-in time (see Times around the world)

The very useful information the participants should be told in addition is:

  1. The "meeting link" - always copy and paste this; you can't read it over the phone quickly without errors
  2. The "meeting password" - not always needed but do share it

For an example template, see dpub IG WebEx

A participant who has only the meeting number and meeting password can join the on-line meeting via any WebEx client.

A participant without either the meeting link or a WebEx client can join the on-line meeting from the generic WebEx page[1] using the "Join" button and entering the meeting number and meeting password.

[1] Don't use the generic MIT WebEx page; that path will require MIT certificates and will fail if the participant does not have them.

Can I use my phone?

Yes. Phone-only is supported. An Internet connection is recommended but not required.

If you do have an Internet connection then we recommend that even when you want to use your phone, bring up the WebEx application FIRST, and then click “I will dial in”.

WebEx will then show you the phone number AND give you a personal ID number, that you enter on the phone.

Then, you show up in WebEx as called-in by name, rather than “call-in user 2”, or the like.

See also Call-back to your phone or use Google Hangouts out of charge.

Can we use international phone numbers for WebEx?

The only call-in number supported by the MIT/WebEx instance is the one with the +1 country code: +1.617.324.0000.

Any participant may request a call-out to any international phone number. ( one can also use Google Hangouts out of charge)

Can participants use callback?

yes, including non-team individuals. No MIT certificate required for this. Use the client to get yourself called back.

For example, on connect to WebEx via the android app, and from there select to be called back for the audio.

How do I get a callback if I can't run a WebEx client?

There are WebEx clients available for many platforms; see Installing WebEx. If you are temporarily unable to use one of those clients you can ask the meeting Host to use the "Invite and Remind" feature to call your telephone.

  1. Ask (e.g. via irc) the meeting Host to call you and provide a number
  2. The meeting Host will find the "Invite and Remind" option under the "Participant" menu
  3. The meeting Host selects the (invite by) "Phone" option, enters the invitee's name and phone number, and clicks "Call".
  4. The invitee answers the phone and responds to the "press 1 to connect" prompt

As of March 2017 the MIT WebEx instance has native browser support for some browsers. This interface also allows you to request a call-back without additional client software.

How do I turn off the display of others' video?

Are you asking because you are running a mobile client.?

  • On the iOS client, tap the circle at the upper left corner of the left-most video thumbnail.
  • On the Android client, pick one of the participants who is not sending video and use the two-finger 'zoom' gesture to expand that source to full-screen.
  • On the Web "Meeting Center" client, use the icons that appear in the video window when you move the pointer into the main video window.

It's not clear that minimizing the thumbnails either in iOS or in the Web client reduces the network usage, which is probably what you wanted to do otherwise you would have simply covered your screen.

Do we need a meeting "Host"?

Not necessarily. The Host has the following additional capabilities that can be desirable:

  1. Mute (or unmute[1]) any participant (see Noise Control).
  2. Initiate a dial-out to another participant (see How do I get a callback).
  3. Lock the meeting so no one else can join ("Restrict Access" under the "Meeting" menu).
  4. Expel (kick) a participant from a call (see Hangup on someone unknown).

The meeting "Host" is the most recent meeting participant who has entered the Host key (e.g. using the "Reclaim Host Role" option under the "Participant" menu) in a WebEx client that supports the Host role. The Host key may be published for anyone in the Group to use or may be kept more private, at the discretion of the Team Contact.

[1] Unmuting another participant without their consent is not recommended due to privacy considerations.

Is the closed captioning worth it?

we don't know. No one tried it yet.

How can one schedule a WebEx meeting?

W3C Team can schedule WebEx meetings (requires a MIT certificate).

Non-Team (or others without MIT certificates) should follow the instructions in Setting up a Teleconference.

How can a host hangup on someone unknown/undesirable who joined the WebEx meeting? (like a non member of the group).

The Host first selects (highlights) the meeting participant in the Participants list then uses the "Expel" option under the "Participant" menu.

Can the entry/exit tones be turned off when they get annoying?

Yes, the meeting Host can do this if they can run the Cisco WebEx Meeting Client:

  1. Open the Meeting Center client
  2. (if necessary) Reclaim Host Role from the Participant menu
  3. Unselect "Entry and Exit Tone" from the Participant menu

If "Entry and Exit Tone" is greyed out on your menu, you are not identified as the Host.

Note that turning off these tones will complicate the task of noticing when someone new joins the call.

Where can I open and track issues with MIT WebEx?

You may open and track WebEx design/enhancement issues in a W3C GitHub WebEx repo

Problems with specific calls may be reported to the MIT Helpdesk. Include the WebEx meeting number, date and time, and specific description of the incident in your report. The sooner you report a problem, the better the chance that it can be diagnosed.

If the problem was that one set of users could not hear another set of users it may help in finding a pattern if you are able to identify how each set has connected to the call (WebRTC, one of the Cisco Apps, or phone dial-in/out).

Contributors: PLH, Vivien, Ralph