WebEx Overview

The NIH Unified Communications & Collaboration (UCC) team now offers the WebEx Enterprise Suite as a key component of its UCC solution. This enterprise suite includes a wide range of web conferencing options for small and large-scale meetings. The suite uses Cisco productivity tools to allow participants to collaborate using integrated Microsoft Office applications that enable access to a meeting, training session, or large-scale event via desktop software clients such as Cisco Jabber or MS Lync. Some meeting rooms are even accessible via a smartphone or tablet.

Our WebEx Enterprise Suite is available with the following meeting rooms:

+   Personal Rooms (for recurring meetings)

+   Meeting Center (for internal and external meetings)

+   Event Center (for large-scale online events)

+   Training Center (for interactive online training and e-learning)
Get an Account

To setup a WebEx account, submit a request to the NIH IT Service Desk including the following information:

bullet Your First and Last Name
bullet Your sponsoring Institute or Center
bullet Your official email address

NIH Login
NIH Login

WebEx is fully integrated with NIH and Federated login. For WebEx federated login, please refer to the “NIH Federated Login” section.

Instructions for Logging into WebEx for NIH Users

To setup a WebEx account, follow these steps:

  1. 1- Use your browser to navigate to: https://nih.webex.com.
  2. 2- Select “Log In” from the right-hand side of the top navigation bar.
  3. 3- Log in with your NIH or PIV card credentials.
  4. 4- Download the WebEx Productivity Tools (optional).
  5. 5- Once NIH or PIV card credentials have been verified, you will be able to create and host WebEx meetings.
+   NIH Federated Login

+   NIH External Account
WebEx Cost

The WebEx service and its features are available to the entire NIH community at no charge, with the exception of the closed captioning services. Fees apply for closed caption services because these services are provided through a third-party captioning service vendor (see below for more details).

Live Captioning

Note: Additional fees will apply for closed captioning services, which are procured through a third-party captioning service vendor. Fees range from $175 - $263 per hour, billed in quarter-hour increments. CIT must receive caption requests no fewer than three full business days in advance of the event to be captioned. While we make every effort to secure a captioner on shorter notice, there is no guarantee that we will be able to support your request within anything less than a three-day time frame.

Contact the Office of Research Services (ORS) - NIH Events Management for an estimate and work order number.
Email: nihevntsmgt@mail.nih.gov
Phone: (301)-496-9966

WebEx Features
bullet Audio
  WebEx Audio allows meeting attendees to talk to one another via telephone and/or computer (VoIP). Each participant can select an audio mode preference when entering a meeting and can switch modes without interruption to the session.
When selecting WebEx Audio, you have the option to display the toll-free number or display global call-in numbers for attendees around the world. The meeting host can choose to receive an audio alert when attendees enter and leave the session (beep or announce name) or no tone.
If a host selects the VoIP-only audio conferencing mode, then participants must join via a computer.
 
  • Feature Comparison
  • Hybrid Audio (Mixed-Mode)
  • Voice-over-IP (VoIP)
  • Audio Broadcasting
  • Personal Conferencing
  • WebEx Integrated Teleconferencing
  • WebEx Integrated VoIP
  • Other Teleconference Service
        See this Cisco knowledge base site for the differences between the audio options offered by WebEx.
  • International Audio Conference Dial-in in
  • Global Calling Restrictions
  • bullet Chat conversations
       
  • Training Center
  • Event Center
  • bullet Desktop Sharing
    bullet Desktop/Files sharing
    bullet Participant lists
       
  • Training Center
  • Event Center
  • bullet Polls
    bullet Q&A
    bullet Share and Present
    bullet Recording
    bullet Breakout Session
    bullet Troubleshoot Your Meeting
    How to
    bullet Start a meeting  
          As a Hosts and Presenters (pdf)  
         As a Participants (pdf)  
         Scheduling and starting a meeting  
         Join a WebEx Meeting from Windows 10 (pdf)  
         Schedule a WebEx meeting for another host (pdf)
     
         Schedule a meeting in Outlook (pdf)
     
         Change the host before the meeting in Outlook (pdf)
     
         Start a scheduled meeting in Outlook (pdf)
     
       Setting up WebEx Productivity Tool (pdf)
       Quick Start Guide for WebEx Hosts and Presenters (pdf)
       Quick Start Guide for WebEx Meeting Participants (pdf)
       Start an instant meeting (pdf)
         How to Reserve a CIT Conference Room for WebEx Meetings (pdf)  
         How to reserve a conference room when scheduling a new meeting through Outlook (pdf)  
         How to reserve a conference room for an existing scheduled meeting through Outlook (pdf)

     
    bullet During a meeting  
          Add a participant during a meeting (pdf)  
         Change hosts during a meeting (pdf)  
         Change presenters during a meeting (pdf)

     
    bullet Audio  
          Using WebEx Audio  
         Using VoIP  
         Using Audio Broadcast  
         Using Personal Conference Numbers (pdf)
     
         Set up WebEx Audio-Only Meeting (pdf)

     
    bullet Recording  
         How to record a meeting (Note that this link opens a page where a How-To video will start playing)  
         Playing, downloading, and converting recordings  
         Storing/Downloading recordings to a local computer  
         Delete a Network-Based Recording (NBR)  
         Delete Recorded Session from My WebEx Site  
         Recover a deleted Network-Based Recording (NBR) file  
         Average size for a 1 Hour NBR Recording  
        Estimated file size for a WRF (Desktop) recording   
        Editing a Recording

    bullet Generate Reports with WebEx Meetings  
    bullet Schedule a WebEx meeting  
    bullet WebEx Training Center Features  
    bullet WebEx Event Center Features  
    bullet WebEx Meeting Center  
         Quick Reference Captioning Guide for Meeting Center  
    bullet How to videos  
    bullet Using UCF Toolkit  

    +   WebEx Training
    +   WebEx Toll-Free Number Restriction

    +   Storage Retention

    Have questions?
     

    If you have questions or concerns about this change to WebEx, contact the NIH IT Service Desk online at http://itservicedesk.nih.gov/support or by phone at 301-496-4357 to speak to a service desk agent or to submit a ticket for further assistance.

    For an overview of WebEx usage statics and updates to NIH Web Collaboration Service policies such as storage, toll-free restriction, and Adobe Connect retirement, please see this presentation to the NIH IT Service Desk Advisory Group (pdf) from March 22, 2017.

    Best Practices for Securing WebEx Meetings

    Use the following guidelines for securing your WebEx meeting to ensures the confidentiality of your meetings and helps prevent fraud.


    bullet Scheduling Meeting and Handling Invitations and Information:  
          - Setting up a PIN for your WebEx Meeting (pdf)  
       - Setting up Meetings and Participant Registration (pdf)
       - Ask your participants not to forward invitations. Instead, directly invite the new participants to the meeting yourself.
       - Avoid posting meeting information to publicly available locations and websites. Publicly available information can be exploited to gain access to your meetings.
    bullet During Your Meeting:  
         - Use entry and exit tones to let you know when attendees join and leave the meeting (pdf)  
       - Lock your meeting once all attendees have joined (pdf)
       - Expel unidentified meeting participants from a meeting (pdf)
       - End your meeting once it has completed (pdf)
    System Requirements

    As of January 2015, Cisco no longer supports Windows XP and no longer provides fixes for any issue(s) with Windows XP that requires Microsoft changes. Because Microsoft will no longer provide updates for Windows XP, Cisco will be unable to fix Windows XP-related issues that may arise.

    To avoid any unwanted issue(s), Cisco strongly recommends that you upgrade to a supported version of Windows.

    To Contact Support

    If you are experiencing interruptions with any Cisco WebEx services, including WebEx Messenger and Meeting services, please call the WebEx Help Desk at +1-866-229-3239 or +1-408-435-7088. You may also open a ticket online at WebEx support.

    bullet Minimum System Requirements for WebEx  
    bullet System Requirements for WebEx Meetings for Mobile Devices:  
          iOS  
        WebEx for Apple Watch
        Windows Phone 8
        Blackberry
        Android
    bullet Minimum Requirements for Streaming Video  
    bullet System Requirements for WebEx Productivity Tools (pdf)  
    New in WebEx

    We've updated WebEx, and the new version boasts multiple improvements to your meeting experience, including a new interface, the ability to share multimedia files, more easily assign alternate hosts, and other features to make your meetings more user friendly:

    bullet

    Collaboration Meeting Rooms (CMR)

    CMR is one of the extended features of the WebEx typically providing a Virtual Meeting Room to the users where multiple participants can join the call. This service enables interoperability and combines real-time conferencing tools such as voice, video, content, and web into a single solution allowing the users to connect anytime, from anywhere using any device.
    CMR

    CMR offers a real-time “One-meeting” experience to all the participants where they can see each other and collaborate. Every participant enjoys the same good quality audio and video experience regardless of the endpoint used to join the call.

    The Video Conferencing feature of WebEx is available to all the employees of NIH so that they can create their virtual personal meeting rooms and schedule the meeting as per their ease. Also, NIH conference rooms have Video Conferencing System installed already which supports this feature brilliantly. With this feature, participants who are teleworking get the experience of personally being present in the meeting room.

    There are multiple ways to connect to the conference, the WebEx feature supports the following endpoints to join the meeting:
          1. WebEx virtual meeting link on Windows/ Mac PCs or mobile devices
          2. NIH registered video endpoints or Conference Rooms with Video Conferencing Systems installed (pdf)
          3. Telephone
          4. External Collaborator with Standards-Based SIP Video Conference System or Software (pdf)
          5. Skype for Business and Jabber Clients on PC, Mac or mobile devices (pdf)

    bullet

    Updated personal room and avatar

    The Personal Room has a new look and feel, with upgraded features that allow for a more personalized interface. The new user avatar feature allows hosts to upload their picture or a graphic image to their presence indicator to make their personal room or presence easier to recognize
    the new interface available in WebEx

    bullet

    Share multimedia

    Screens and documents are no longer the only things you can share on WebEx. In this version, you can share videos and other multimedia files with your attendees.

    bullet

    Call in to start your meetings

    You don’t need a computer anymore to start your WebEx meeting; now all you need is your phone. To call in to and start meetings in your personal room from your phone, you must use a host PIN. You can either enter your own PIN or use the one that is auto-generated for you (when you first log into the site you will be given a pop up screen like below), by clicking either Save or Save and Try. Once you have set a host PIN, you should not see this message again when you log back into the site. You can change your PIN by selecting Preferences -> My Personal Room under the My WebEx tab.
    the new interface for personal Audio PIN

    bullet

    Assign alternate hosts

    If you use WebEx for group meetings, you’ve likely encountered the dreaded five minutes of mandatory waiting before you can start a meeting without your host. The new WebEx features include a checkbox on your meeting invite that enables you to allow anyone with a host account to start your meeting if your original host is delayed.
    Alternate host

    bullet

    Leave a meeting without ending it

    If your host needs to jump on another call or WebEx meeting, this option allows them to do so without ending your meeting prematurely by simply selecting a new host for the meeting from the available attendees.
    Leave Room

    bullet

    Remote code execution vulnerability and Firefox version 52 compatibility issues resolved:

    The upgrade to WebEx resolves a vulnerability in Cisco WebEx browser extensions that could have allowed an unauthenticated, remote attacker to execute arbitrary code with the privileges of the affected browser on an affected system. Additionally, the upgrade also resolves compatibility issues between the previous version of WebEx and Firefox version 52.

    Self-Service Technical Support

    To submit a support case:
          1. Login to http://nih.webex.com
          2. Click the “My WebEx” tab located on the top menu bar. Select “Submit a Support Request” from the left-navigation menu.
    WebEx Knowledge Base: https://kb.webex.com
    On-Demand Web-Based Training: https://howdoi.webex.com
    Submit Support Case: https://cisco-support.webex.com/guest/Webex_AnonymousSubmitSupportCase

    Customer Service

    For questions related to product features and functionality, contact WebEx Technical Support at 1-866-229-3239 (available 24 hours a day, 7 days a week).
    For account related questions or other issues, contact the NIH IT Service Desk at http://itservicedesk.nih.gov/support or call (301) 496-HELP (4357), 301-496-8294 (TTY), or 866-319-4357 (HELP).

    Test a WebEx Meeting

    Want to make sure WebEx works on your computer? Try a test meeting. (Login Required)