See below for frequently asked questions about both Webex and Zoom platform options. 


FAQs and Training/Tutorials

What do I need to access Webex?

Faculty/staff and students personal Webex accounts can be activated through the “Service Activation” activation option on the NetID and Services Activation page.

For Rutgers guests who are interested in activating a Webex account should refer to the following page regarding Guest Access to Webex.

How do I download the Webex plugin?

Webex tools and plugins can be downloaded at https://rutgers.webex.com

How do I create a Webex meeting?
How do I make sure I can connect to a Webex meeting before it starts?
There are two ways to make sure you can connect to a WebEx Meeting (recommend to do both):

Option #1

Use the WebEx test website to check your equipment. (This should be done the day before, allowing you time to troubleshoot any issues.)

  1. Go to the WebEx Test Website and fill in the forms for your name and email. Afterwards hit join.
  2. Follow the onscreen instructions to join the test conference. It’s recommended to use the desktop application, which can be downloaded with the bottom link. If that does not work, you can join from the browser.
  3. From here you can see your webcam and setting. You can adjust your settings by clicking on the button right of the window. Click on settings.
  4. On this menu, you can change your speaker and microphone output and input. Along with testing your equipment. You can click the test button to test your speakers. And you can test your microphone by speaking into it. You should see the microphone level go up and down.
  5. Afterward changing your settings, click the green JOIN MEETING button to enter the test conference. From here you can test out more webex features such as sharing content, chat, and so forth. If you made it this far, this means you’re able to connect to a WebEx meeting.

 

Option #2

If the host of the meeting allows it, join the meeting 15-30 minutes early to check your equipment. Joining early allows you time to troubleshoot any issues if they occur.

    1. Click on the WebEx link that was provided or if you have an email, hit the green JOIN MEETING button.
    2. Follow the onscreen instructions to join the conference. It’s recommended to use the desktop application, which can be downloaded with the bottom link. If else, you can join from your browser.
    3. From here you can see your webcam and setting. You can adjust your settings by clicking on the buttom right of the window.
    4. On this menu, you can change your speaker and microphone output and input. Along with testing your equipment. You can click the test button to test your speakers. And you can test your microphone by speaking into it. You should see the microphone level go up and down.
    5. Afterward changing your settings, click the green JOIN MEETING (or START MEETING if you’re the host) button to enter the conference. Now you should be connected to your WebEx conference.

Add/Manage Users

How do I invite attendees while creating?

To add attendees for your webex meeting while creating your meeting, simply add the attendees email addresses to the “attendees” section while creating your meeting (see screenshot below).

How can I invite attendees after a meeting has been created?
  1. When you’re on Webex, click on your meetings tab on the left-hand side.
  2. Then click on the title of your meeting
  3. Near the top right side, click on the edit button (it’s shaped like a pencil next to the trash can button).
  4. In the attendee’s section, add your additional attendees by typing in the email address of the attendee then hitting enter.
  5. From here, make sure to save your changes by hitting the save button.

Alternative way to add missing attendees

  1. When you’re on Webex, click on your meetings tab on the left-hand side
  2. Then click on the title of your meeting.
  3. Add the email of any attendees you want to join in the “Who is invited?” section (located on the far-right side). Afterwards, hit enter.
How do I obtain access to create meetings on someone’s behalf?
How do I add an alternate host when creating?
  1. On Webex click on your Schedule button in the middle of your screen.
  2. In the attendee’s section, enter in the email of your alternative host. Then either select the name from the drop down menu or hit enter.
  3. Once added, click the “make this attendee an alternative host” button. This button is located next to the person’s name on the right.
  4. The button should now light up blue.
  5. From here, make sure to save your changes by hitting the schedule button.
How do I add an alternate host after the meeting has been created?
  1. On Webex click on your meetings tab on the left-hand side.
  2. Then click on the title of the meeting you want to enter.
  3. Click the edit button on the top right-hand side, it’s shaped like a pencil (located next to the trashcan)
  4. In the attendee’s section, add your alternative host by entering in their email, then select their name from the drop down menu or press the enter key.
  5. Once added, click the “make this attendee an alternative host” button, located to the right of the person’s name.
  6. The button should now light up blue.
  7. From here, make sure to save your changes by hitting the save button.
What is a host key?

Please refer to What is a Host Key?

WebEx Guides/Differences

What is the difference between the WebEx Suites?
Training Videos for WebEx Training

Please refer to thisLinkedIn Learning Course.

How many attendees can access a Webex:

Meeting
Up to 1,000 (including 200 video devices)
Training
Up to 1,000
Event
Up to 3,000

WebEx FAQ – (WebEx Meetings/Events/Training)

How do I require registration?
* NOTE: This covers the registration process for BOTH WebEx Training & WebEx Events

WEBEX – TRAINING

  1. When making your meeting for WebEx – Training, go to the registration section.
  2. Click on “Require attendee registration” checkbox.
  3. Set up your settings and forms as needed. It’s RECOMMENDED to set “Automatically approve all registration requests” so you don’t have to manually approve every single request, especially if you have a large group. If not, you can manage and approve at [Step #6]
    • Afterwards make sure to set the maximum registrations allowed. (Max is 1000)
  4. Go to your email and click on the session link.
  5. Click “Manage Registration” near the bottom.
  6. From here you can manage your registrations/approve/deny request if you have it set to manual.

WEBEX – EVENTS

  1. When making your event, click on the option for registration under Basic Information.
  2. Set your approval and settings under Attendees & Registration. *It’s HIGHLY RECOMMENDED to set approval required to NO, else you would need to manually approve each registration.
  3. Once set and saved. Click on the “manage registration” button.
  4. From here, you can approve/deny registration requests.
How do I track attendees at an event?

If you are the host or a panelist, you will see attendees listed below panelists in the Participants panel (on the right side of your Webex Event window). To view the full list of attendees, click the link at the top of the attendee list that says “View all attendees…”. From here, you will be able to Mute/Unmute attendees, expel an attendee from the meeting, promote an attendee to panelist, or sort attendees by name.

You can also view attendee reports after an event has ended. Log into Webex , click on your name at the top right, then click “My Reports”. Under “Webex Events”, click on “Attendance Report”. From here, you will be able to search past events you’ve hosted by name or date, and view a count of attendees for all events (List Report) or a list of attendees for a specific event (Detail Report). More on reports here.

How do I document share during a Webex?
  • In Webex Meetings

    Click on the ‘Share Content’ icon at the bottom of the screen. Scroll down to ‘Share File’ button. In the pop-up file explorer, select the document you would like to share. The audience will now be able to view your document.

  • In Webex Events

    Click on ‘Share’ menu, then on ‘File (including Video)…’ In the pop-up file explorer, select the document you would like to share. The audience will now be able to view your document.

  • In Webex Training

    Click on ‘Share’ menu, then on ‘File (including Video)…’ In the pop-up file explorer, select the document you would like to share. The audience will now be able to view your document.

What is the difference between document sharing and application sharing?

When you share a document, you are providing a participant with an interactive copy. This copy can be interacted with at a local level. Participants can zoom in and out or have the document go full screen, without affecting what another participant sees. Presenters are also able to annotate the document for the participants. Annotations can also be saved as a new document as well.

You can also share your application to show a document. The same options are available for the participants in a shared application, as well as annotation for the presenter. The main difference is that when you share a document, you are providing a polished viewing experience, while sharing an application typically presents an editable document.

Assigning Privileges (WebEx Events)
  1. When making your WebEx – Event, go to the “Presenters & Panelist” section.
  2. Make a panelist password (HIGHLY RECOMMENDED)
  3. Click: “Create invitation list”
  4. Fill in the Full Name and Email address section, then click “Add to invitation list” on the bottom right.
  5. Afterwards, click the check box next to the persons name on the top left, then click invite.
  6. To double check, you can click: “view invitation list”
  7. If done correctly, the email of the panelist should be listed.
How do I record my Webex meeting or event?

Please refer to this LinkedIn Course

How do I obtain and distribute the recording?
  1. Once you have recorded a session, you can access it on your WebEx page in the Recordings tab on the left-hand side.
  2. Click on the share button next to the recording, it’s located on the far right past the Format and Download section. (if you hover the option, it will say share)
  3. It will bring up a menu where you can enter in emails to share the link or you can copy the link to distribute. Afterwards hit Save.
Why does my camera not work?
Why is the screen sharing feature filling up only part of my screen?
By default a shared screen will only fill up part of the Webex application. It is up to each participant to decide if they would like to view the shared information in a full screen. To do so, click on the full screen button to toggle between full screen and partial screen, located next to the shared content.
How do I fix audio issues in Webex?

If audio is not working in your WebEx session, make sure you have connected to the audio portion of the session either through your Computer (“Call Using Computer”), or your telephone (Click “More Options”, and select “I Will Call In”).

Be sure that your?device is not muted.

In some cases, you may need to log out and back in to the WebEx meeting.

How do I fix poor quality video image?

Poor video quality can be attributed to two things:

    1. Poor internet connection (especially if you’re connected via Wi-Fi)
      • The minimum requirement for effective video calls is 8Mbps download / 1.5 Mbps upload.

This is the minimum, if you have MANY people sharing video/audio, you would need much faster speeds depending on how many are attending.

Solutions:
      1. If you’re connected via Wi-Fi, please ensure that you’re near your router/modem. The further away you are, the more obstacles your connection would need to connect.
      2. If possible, you can connect a LAN cable to your computer, giving you a much faster and reliable connection.
      3. If you’re sharing your connection with other people, it may be worth looking into upgrading your ISP (Internet Service Provider) package if you experience poor connectivity.
    1. Hardware (computer / webcam)
      • Hardware/System requirements for WebEx can be found here.
Solutions:
    1. If you have a low-quality webcam, then it will give you a low-quality image. Good quality webcams are 720p, 1080p, or above in video quality. Keep in mind that the higher video quality your camera is, the faster your internet connection will need to be.
    2. You should close out of any unneeded applications on your computer. This would give your system much needed resources to allocated towards WebEx (giving you a much smoother experience).

Additional Tips

Why is my screen only black or gray when using a webcam in a meeting? (Windows)

How to fix webcam black screen issues in Windows 10

Also make sure that nothing is covering the camera

Why is my screen only black or gray when using a webcam in a meeting? (MacOS)

How to fix webcam black screen issues on MacOS

Also make sure that nothing is covering the camera

Why do I hear an echoing sound in the background?
An echoing sound can be attributed to two things (or a combination of both):

  1. Your microphone is picking up the speakers from your machine/device.

    Solutions:

    1. Lower down the sound on your speaker.
    2. Use headphones so sound does not bleed out into your microphone.
    3. Mute yourself when not speaking.
  2. One person or more in your video conference has their speakers + microphone on, causing the echo/feedback.

    Solutions:

    1. Mute any people in your conference not actively speaking. This cuts down on the noise/feedback.
    2. Before your session begin, inform your participants/panelist to mute themselves after speaking.
    3. Maintain the golden rule of having only one person speaking at a time, while other participants are muted.
I am/an attendee is/a panelist is having issues joining a Webex

If it is urgent, please call our Help Desk at 856-225-6274, and choose option 1 or 2. Someone will help you get connected.

How Do I Save Meeting Chat Messages?
Solution:

Steps to save chat messages:

    1. In the meeting window, go to File > Save > Chat.

      The ‘Save Chat As’ dialog box appears.

    2. Choose a location at which you want to save the file.
    3. In the File name: field, type a name for the file

      By default, if you have already saved chat in the session, the name of the previous file you saved will display. You can save all chat messages in your current meeting to this existing file, or save them to a new file.

    4. Click the Save button.

Note:If the chat is not saved or a meeting is closed accidentally, the chat history cannot be retrieved.

Link to video.

    How can I poll attendees?

    In Webex Meetings

        • Click on the View tab, then Panels, then Manage Panels.
        • In the Manage Panels pop-up, highlight ‘Polling’ and then click on ‘Add>>’. Click on ‘OK’ and now polling will be available under ‘Participants’ and ‘Chat’ on the right-hand side of your meeting.

    Mac

        • In the Polling Panel, click on the New Question icon, and name your question. You can add multiple questions.
        • Next, click on the Add an Answer icon, and name your first answer. You can add multiple answers.
        • The default is for a question to only have a single answer. Click on ‘Click here to change question type’ to change your question from single answer to multiple answers or short answer.
        • When you are done with your questions and answers, click on ‘Open Poll.’

    Windows

        • In the Polling Panel, select the type of question you would like to create: Multiple Choice – Single Answer, Multiple Choice – Multiple Answer, or Short Answer. Then click ‘New’.
        • Enter the name of your question. You will then be allowed to enter the name of your answers (if necessary).
        • Repeat for multiple questions.
        • You can go back and add answers to previous questions by highlighting the question and clicking on ‘Add’.
        • Click on ‘Open Poll’ when finished.

    In Webex Events

        • Click on the View tab, then Panels, then Manage Panels.
        • In the Manage Panels pop-up, highlight ‘Polling’ and then click on ‘Add>>’. Click on ‘OK’ and now polling will be available under ‘Participants’ and ‘Chat’ on the right-hand side of your meeting.

    Mac

        • In the Polling Panel, click on the New Question icon, and name your question. You can add multiple questions.
        • Next, click on the Add an Answer icon, and name your first answer. You can add multiple answers.
        • The default is for a question to only have a single answer. Click on ‘Click here to change question type’ to change your question from single answer to multiple answers or short answer.
        • When you are done with your questions and answers, click on ‘Open Poll.’

    Windows

        • In the Polling Panel, select the type of question you would like to create: Multiple Choice – Single Answer, Multiple Choice – Multiple Answer, or Short Answer. Then click ‘New’.
        • Enter the name of your question. You will then be allowed to enter the name of your answers (if necessary).
        • Repeat for multiple questions.
        • You can go back and add answers to previous questions by highlighting the question and clicking on ‘Add’.
        • Click on ‘Open Poll’ when finished.

    In WebEx Training

    Mac

        • Click on the Polling icon on the bottom right corner to view the Polling Panel
        • In the Polling Panel, click on the New Question icon, and name your question. You can add multiple questions.
        • Next, click on the Add an Answer icon, and name your first answer. You can add multiple answers.
        • The default is for a question to only have a single answer. Click on ‘Click here to change question type’ to change your question from single answer to multiple answers or short answer.
        • When you are done with your questions and answers, click on ‘Open Poll.’

    Windows

        • Click on the down arrow (1) near the top right corner, and then click on ‘Polling’ (2) to view the Polling Panel.
        • In the Polling Panel, select the type of question you would like to create: Multiple Choice – Single Answer, Multiple Choice – Multiple Answer, or Short Answer. Then click ‘New’.
        • Enter the name of your question. You will then be allowed to enter the name of your answers (if necessary).
        • Repeat for multiple questions.
        • You can go back and add answers to previous questions by highlighting the question and clicking on ‘Add’.
        • Click on ‘Open Poll’ when finished.
    Can I have more than 1 concurrent meeting?

    A user can host 1 MC or TC or EC at a time. If someone is scheduling back to back meetings they need to insure that they properly exit the meeting and end it. Otherwise a meeting will hang around in the background.

    *People have found ways to launch and run more than 1 meeting (3 max) but this is NOT supported and recommended. We do NOT support this.

      WebEx Training

      What is the difference from meetings?

      Mainly used for large scale training vs Meetings where it’s more personalized/small scale.

      Please refer to this link

      How Do I Create Breakout Sessions?
        1. In the training window, go to Breakout.
        2. Choose “Open the Breakout Session Panel”.
        3. On the panel choose “Breakout Assignment”.
        4. Click “Add Session” to create new sessions.

      Link to video

      Assigning Privileges (WebEx Training)

      In your session, go to the participants tab and select assign privileges.

      Select the privileges you want to allow to all participants and click OK

      Link to video: https://ru-stream.rutgers.edu/media/Assign+Privileges/1_0xz3dk2a

      Zoom FAQs and Training/Tutorials

      What do I need to access Zoom/create an account?

      Please refer to Create Zoom Account

      How to download the plugin?

      Please refer to Zoom Plugin Download

      How do I create a Zoom meeting?

      Please refer to How to Schedule a meeting

      How do I make sure I can connect to a Zoom meeting before it starts?
      You can test your setup beforehand using a test zoom call: zoom.us/test

      Where can I find videos and specific features guides for Zoom?

      Please refer to Zoom Guides

      Where is the general FAQ page for Zoom?

      Please refer to ZOOM FAQ

      What should I do if I already have a zoom account/get an error activating zoom for Rutgers?

      Please refer to Free & Paid Zoom Directions

      Add/Manage Zoom Users

      How do I invite attendees while creating?

      This is not possible, you can only invite during an event or by copying the meeting invitation and sending it. Link: Inviting-others-to-join-a-meeting

      How can I invite attendees after a meeting has been created?
      How do I obtain access to create meetings on someone’s behalf?

      Please refer to Scheduling for another user

      If not an option, how do I add an alternate host when creating?

      Please refer to Add an alternative host

      How do I add an alternate host after the meeting has been created? You need to edit your meeting first, and then assign the alternative host:
      What is a host key?

      The host key is a 6-digit PIN used to claim host controls a meeting. You can edit or view your host key in your profile. This host key is applied to meetings you schedule. Using-your-host-key

      Zoom Guides / Differences

      What is the difference between Zoom Meeting and Zoom Webinar?

      Please refer to Zoom Suite Differences

      Training videos for Zoom Meetings/Webinar

      Please refer to LinkedIn Learning – Zoom

      How many attendees can access a Zoom

      Meeting?

      300 (students) || 500 (Fact & Staff)

      Webinar?

      100, 500, 1000, 3000, 10,000 (varied depending on the license) * These are individual licenses, these would need to be checked out beforehand.

      Zoom FAQ – (Zoom Meetings/Webinars)

      How do I require registration? - Zoom Meeting
      How do I require registration? - Zoom Webinar
      How do I track attendees at a Zoom Webinar?
      How do I document share during a Zoom?

      Please refer to Document Sharing

      What is the difference between document sharing and application sharing?

      Document sharing only sends the file to the chat to download. Application sharing shows the document in your application to your audience, such as Word/Excel, etc., and allows them to view any document edits as you make them, as well as any additional documents you open in the application.

      How do I add a co-host? (Zoom Meeting and Zoom Webinar)

      Please refer to Co-host

      How do I add a panelist? (Zoom Webinar)

      Please refer to Inviting a panelist

      How do I record my Zoom Meeting or Webinar? (cloud)

      Please refer to Cloud Recording

      How do I record my Zoom Meeting or Webinar? (local)

      Please refer to Local Recording

      How do I obtain and distribute the recording? (Zoom - Cloud)
      1. Sign into: https://rutgers.zoom.us/meeting
      2. Select Recordings (left side)
      3. Hit the “Share” button next to the recording you want to share
      4. Follow the onscreen instructions to distribute the recording
      How do I obtain and distribute the recording? (Zoom - Local)

      Please refer to Local Recording Sharing

      Why does my camera not work?

      Please refer to Camera Troubleshooting

      How do I troubleshoot my Zoom audio issues?
      How do I fix a poor quality video image?

      Please refer to Fix poor video quality

      Why is my screen only black or gray when using a webcam in a meeting? (Windows)

      Please refer to Fix webcam Issues (Windows)

      Why is my screen only black or gray when using a webcam in a meeting? (MacOS)

      Please refer to Fix webcam Issues (Mac)

      Why do I hear an echoing sound in the background?

      Please refer to Echo Sound Fixes

      I am/an attendee is/a panelist is having issues joining a Zoom

      If it is urgent, please call our Help Desk at 856-225-6274, and choose option 1 or 2. Someone will help you get connected.

      How do I capture a chat stream after a Zoom meeting or Webinar?

      Please refer to Saving Zoom Chat

      How can I poll attendees?
      Can I have more than 1 concurrent meeting?

      Only one meeting or webinar at a time is supported per user. If your department requires multiple concurrent meetings or webinars, we suggest having multiple team members create the meetings or webinars. Can-I-Host-Concurrent-Meetings

      How do I create breakout rooms in Zoom Meetings?

      Please refer to Zoom Breakout Rooms

      Features unique to Zoom

      How do I setup a virtual background?

      Please refer to Virtual Background

      How do I make/manage breakout rooms?

      Please refer to Breakout Rooms

      How can I use a waiting room?

      Please refer to Waiting Room

      How do I airplay/share my ipad/iphone screen during a meeting?

      Please refer to Airplay

      Where can I access my Zoom cloud recordings?

      Please refer to Zoom cloud recordings

      How can I have multiple people share their screen?

      Please refer to Share Screen Multiple

      How do I use touch up my appearance?

      Please refer to Touch up