WebEX
From FCTL eLearning Wiki
WebEX is a real-time conferencing solution which allows users to connect and share applications and desktops. Video and voice can also be shared within the WebEX meeting. There are two roles in a "meeting": the Host, and the Participants. Another type of WebEX meeting is call an "Event". Events differ from meetings in that they have a panelist role. Meeting hosts serve as facilitators and must have an account set up before they can invite participants. Participants are not required to have a WebEX account.
There are a limited number of host accounts depending on the license agreement. To apply for a host account you must visit the WebEX site for your organization. Ferris' site is located at http://ferris.webex.com. Click on the MyWebEX tab and the "Sign Up" button.
Because there are a limited number of accounts, it is recommended that departments share an ID whenever possible. If WebEX is to be used primarily for meetings (rather than instruction) a chairperson or facilitator may schedule and manage the account. A department may need more than one host account when simultaneous meetings/events are to be scheduled.
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WebEx Services
WebEx offers four services: Meeting Center, Event Center, Support Center, and Training Center.
The Meeting Center provides for synchronous communication using teleconferencing or voice over IP (VoIP) as well as the ability to share and collaborate on documents, share applications or a user's desktop.
The Event center is used for presenting in real-time using teleconferencing or VoIP and the Internet. Hundreds of users may attend and event. Events are used primarily for delivering information to large numbers of participants who are not required to use a password to log in.
The Support Center is scaled down to provide for individual (one-to-one) tutoring or support.
The Training Center is the most feature-rich of the services, allowing users to adopt various roles including host, panelist, presenter, and attendee. The training Center allows users to form break-out groups, and has a polling feature which can import questions for assessment. Hosts can assign others privileges including the ability to present or take control over the session.
Hosting a Training Center session
A host may schedule a Training session by logging into their My WebEx account online and selecting the Training Center tab. A calendar of scheduled training sessions is displayed in the main frame of the browser window. To schedule a new training session select "Host a Session" >> "Schedule Training" from the menu to the left.
A title for the Topic and a session password are required. The password must include at least one uppercase and one lowercase letter, and at least one number. (e.g. Educ101, CHEM101a)
Teleconference options
Participants my connect to the training session and participate via telephone, voice over IP (VoIP), or chat/text.
Teleconferencing includes the use of a phone line with a central number allowing all participants to dial in and join the conversation. WebEx provides teleconferencing services for an additional fee. The host may optionally elect to use another teleconferencing service, and/or VoIP for participants who may choose to connect without a phone line.
VoIP requires either a microphone and speakers, or a headset with microphone connected to a computer (when a microphone alone is used, the ctrl key must be pressed in order to broadcast).
To use VoIP alone, select None under Teleconference and check VoIP. When the session begins an Integrated VoIP dialog box will open and allow the user to select a headset or speakers and a microphone. A volume control options box will open to set the audio levels.
Set the time, date, duration and whether this will be a recurring session. When finished, click either the "Schedule" or the "Start Session" button.
Starting the Training session
As the "host" you start the training session. If the training session is scheduled, you should find it listed in your My WebEx account under Training Center >> Live Sessions. Click on the Start link next to the Session title. Participants will also navigate to the FSU WebEx site at http://ferris.webex.com/ and select the Training Center tab to find the session title. They will click on the "Join" link once the session is available (live). Be sure to provide the password when inviting participants to join. Participants need not create an account to join a session, only session hosts are required to have a WebEx account.
Recording a Session
Converting Recorded Sessions to Flash
Log into your WebEx host account and select the "center" with the recording to be converted (e.g. training center, event center, meeting center).
Click on the Recordings link on the menu to the left.
This will list the recordings for each session including the file size and duration.
Click on the drop-down/selection box to the far right of the recorded session and select "download".
The files are in a proprietary file format - WebEx advanced recording file (.arf extension). The WebEx file can be opened in the WebEx Network Recording Player. You must have the player to open and convert the file.
Open the file and stop playback, select convert from the file menu, choose either WMV (Windows Media Video) or SWF (Flash) file format. The conversion process may take several minutes. One option is to schedule set a later time for the conversion to take place.
