As part of our Unified Communications systems, I.T. Services has purchased WebEx licensing for all faculty, staff, and students.
You can download that here: https://www.webex.com/downloads.html
To access your A-State WebEx account, open a browser and go to:
- There, you will see a sign in button. Click the button to sign in and enter your FULL A-State email address.
- Next, you will receive a pop up box asking for your credentials.
- Enter your FULL A-State email address for the login name, and the same password you use to login to your email and computer.
This licensing gives full access to the entire WebEx software suite, but the two most commonly used WebEx offerings are Meeting Center and WebEx Teams.
While you can launch or join meetings from the A-State landing page, I.T. Services highly recommends downloading the Meeting Center app to launch meetings. You can download the Meeting Center app on your computer by clicking on the download link on the A-State WebEx landing page. To download WebEx Teams, use the download link at the bottom of this page.
A-State users also have licensing for the WebEx Events software. WebEx events is used for webinar type meetings where you typically have one presenter and a large number of participants. WebEx Events allows a presenter to schedule a presentation and have up to 1000 people join the event. By default, participants microphones are muted to reduce distractions to the presenter and other participants. The Event host has the option to allow participants to unmute their microphone to ask questions or they can use the chat function instead. I.T. Services highly recommends having at least one test session before scheduling a large WebEx Events presentation. As with all the WebEx software, if you would like training or a demonstration please feel free to call ext. 3033 for scheduling.
Meeting Center and Teams do have some similar functionality but each is designed to excel in different use cases. Below is a table and some recommendations that will help you determine when and where to use each.
|Actions/Features||Webex Meetings - on your desktop||Webex Teams - on your desktop|
|Schedule Meetings||From the Meetings app or Microsoft Office products*||From the Teams app|
|Ad-hoc Meetings||Using Meet Now and share the link from Meetings app or Microsoft Office products*||Start the call from within Teams, with one or a group|
|Chat during meeting|
|Chat before and after meeting|
|Share documents and files|
|Create a whiteboard|
|Save the whiteboard||Only locally on your device||All can see and edit in Teams|
|Connect audio via computer|
|Connect audio via I will call in|
|Connect via video system|
Meetings or Teams Use Case Recommendations:
- Teaching online classes – Unless this is a small class, use WebEx Meeting center. Among other benefits, meeting center offers unlimited recording storage. Teams also allows recording but there is a storage limit for each user. You could still use WebEx Teams in addition to Meeting Center for class collaboration etc.
- Scheduled, client or more formal meetings – use Webex Meeting Center. There are a number of ways people can join and it is easy to schedule and make changes.
- Ad-hoc, 1:1 or internal team meetings – use Webex Teams.
- Presentation delivery – Use Webex Meeting Center. You can load your documents prior to the meeting and annotate together. The one exception would be if you wanted to use the Whiteboard feature. Webex Teams saves your Whiteboard to your team space for everyone to see, edit and review. In Meeting Center, the Whiteboard is gone once the meeting is over unless you save it to your local machine and email it to everyone.
- Continue the conversation – use Webex Teams. Within your spaces, you can chat before, during or after your meeting.
- Host privileges – Meeting Center is a more formal type of meeting. You have options like muting all attendees so late entries do not disrupt any presentation and pinning the presenter video.
- Day to Day Communication – Use WebEx Teams to communicate with your co-workers or students or for occasional video meetings or screen share.
- Files and documents – use Webex Teams. All files and documents shared are stored in your team space. Files and chats are persistent so they are available as long as the space exists.
- Helping a remote user – Use Meeting Center. Both Meeting Center and Teams allow you to share screens but Meeting Center allows you to ask for control of the remote desktop. This can be helpful when demonstrating software, basic troubleshooting of software, and training or demonstration purposes.
Can I host or attend WebEx Meetings on my mobile device?
Yes. You can download the Meeting Center App on from the App Store or Google Play.
Can I use WebEx Teams on my mobile device?
Yes. You can download the app from the App Store or Google Play.
If I am off campus, do I have to be on VPN to access WebEx?
No! WebEx is completely cloud based so you can access your account anywhere you have internet access.
Can I use WebEx Meeting Center to communicate with non A-State employees/students?
Yes! As an A-State employee or student, you have licensing to host meetings in Meeting Center and invite anyone you like regardless if they are associated with A-State.
Can I use WebEx Teams to communicate with non A-State employees/students?
Absolutely! Just like Meeting Center, any A-State employee or student can invite anyone with an email address to join in a WebEx Teams Space or Team. Since the non-A-State associated person doesn’t have WebEx licensing, they won’t be able to create Teams or Spaces etc. but they can participate in any Team or Space in which an A-State employee or student adds them.
What’s the difference in a WebEx Teams Space and a Team?
Think of a WebEx Team Space as a place to communicate about a certain topic or similar range of topics. An example would be the Communications Services department in IT Services. We have Network, A/V, and Infrastructure groups. Each of these have their own WebEx Teams space to discuss work related topics for that group. Only moderators can add or remove participants in a Space.
A WebEx Team is a higher level grouping typically used by an entire department. In the Communications Services example, we have a Team that is composed of every employee in the department. This allows the department to discuss topics related to everyone but not specific to the Network, A/V, and Infrastructure teams. Only moderators can add or remove participants in a Team.
Should I create a WebEx Team or space for my department?
Each has pros and cons. For a small group that has very similar responsibilities among the employees or students, a space would probably be best. If your department has several employees and different groups in that department that are responsible for different tasks, creating a Team with spaces for each smaller group would probably be best.
One thing to keep in mind about Teams vs. Spaces, when you create a Team with Spaces those Spaces are “under” the team. That means anyone in that team can join any space under that team. If you need a more private or secure area for your group, use a Space. Spaces that aren’t under a Team can’t be joined without first being invited by someone already in that space.
A good example might be financial aid. They could have a Team for everyone in the department with Spaces for smaller groups like international, non-traditional students etc. If they needed an area to discuss personal student info, they could create a separate space outside of the team so that only invited participants could join the space.