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

How to

Webex Meetings

bullet Quick Links  
     Get Started     Join a Cisco Webex Meeting for Attendees  
     Schedule Meetings     Join a Webex Meeting from Windows 10 (pdf)  
     Start Meetings     Schedule a Webex meeting for another host (pdf)  
     Join Meetings     Using Personal Conference Numbers (pdf)  
     Manage Audio     Create and Enable Global Call in (pdf)  
     Manage Video
     Set up Webex Audio-Only Meeting (pdf)  
     Record Meetings
    Personal Conferencing  
   Share Content     International Audio Conference Dial-in in (pdf)
   Communicate with Participants     Breakout Session
   Use Personal Rooms     Desktop/Files sharing
bullet Webex Events     Troubleshooting  
     Get Started     Webex Audio Troubleshooting  
     Schedule Events     Join a WebEx as a Skype for Business Participsant (pdf)  
      Start and Join Events     Join a WebEx Meeting using VTC Equipment (pdf)  
     Manage Audio     Reserve a CIT Conference Room for Webex Meetings (pdf)  
     Manage Video     Reserve a conference room when scheduling a new meeting through Outlook (pdf)  
     Record Events     Reserve a conference room for an existing scheduled meeting through Outlook (pdf)  
     Share Content     Webex Centers Comparison  
     Communicate with Participants      
bullet Webex Training bullet Initial setup for IT staff  
      Get Started     Reserving conference rooms through Microsoft Outlook (pdf)  
     Schedule Trainings      
     Start and Join Trainings bullet Webex Audio Dial-in Issue  
      Manage Audio     Update the audio setting in Microsoft Outlook (pdf)  
     Manage Video     Update the audio setting in Webex site (pdf)  
     Record Trainings      
     Share Content    
     Communicate with Participants    
     Manage Hands-on Labs and Breakout Sessions    
+   Data Protection

+   Webex Toll-Free Number Restriction

+   Storage Retention

+   Service Accounts Restriction

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

Microsoft ended support for Windows XP in April 2014, and Cisco ended support for Webex running on Windows XP in January 2015. Because of this, Cisco no longer provides updates for Webex running on Windows XP or fixes for Windows XP-related issues.

To avoid issues running Webex on Windows XP, Cisco strongly recommends upgrading to a supported version of Windows.

Contacting Webex 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.

Webex System Requirements

bullet Minimum System Requirements for Webex  
bullet System Requirements for Webex Meetings for Mobile Devices:  
bullet System Requirements for Webex Productivity Tools (pdf)  

Downloads and Add-ons

bullet Install Cisco Webex Meetings for Mozilla Firefox  
bullet Install the Cisco Webex Meetings Google Chrome Extension  
bullet Install and Set Up Webex Productivity Tools for Windows  
bullet Install and Set Up the Cisco Webex Meetings Desktop App  



You can quickly fix problems you might experience in a Cisco Webex meeting by visiting the Cisco webpage on Addressing Technical Issues.


New in Webex

We've updated Webex, and the new version includes several features aimed at improving your meeting experience. New features include new video- centric recordings, the ability to move meeting participants to the lobby, and recording transcriptions. Below is an overview of the key new features.


Video-Centric MP4 Recordings in Webex Meetings and Webex Events

Video-centric recordings show the person speaking in high-resolution, full-screen video, when no content is being shared. The recording-player controls have been simplified and, when you play a recording, you can get more information about the meeting by opening the Chat, Participants, and Polling panels, if they were used during the meeting. Meeting hosts can trim the beginning and end of their recordings and save the playback range. To learn more please see the Webex help center page on recordings.

the new interface available in Webex


Move Attendees to and from the Lobby in Webex Meetings

As a meeting host, you can move a participant into the lobby, and admit them back into the meeting when ready. When you need to talk to some of the meeting participants privately, you can temporarily excuse the others from meeting. To learn more please see the Webex help center page on moving attendees to and from the lobby.

the new interface available in Webex


Recording Transcripts in Cisco Webex Meetings and Webex Events

All recordings for meetings and events hosted by a user with transcription services enabled will include the transcript of what was said. Note that the recording transcription service only supports English. It can transcribe spoken English and return transcripts of meetings in English. To learn more please see the Webex help center page on transcripts for meetings and events.

the new interface for content sharing


Webex site in "Modern view"

You can use your Webex site in Modern View to access your most commonly used site controls directly from a new dashboard. From the dashboard, you can quickly start Webex Personal Room meetings or join upcoming meetings, events, and training sessions. You can also schedule new meetings from your dashboard, create an agenda, add an alternative host, and include the option to add a meeting to your calendar.
For more information on other features please visit Modern View capabilities webpage. 

modern view


Modern View New Feature "Insights"

As a meeting host, you can see a weekly summary of your meetings from the Weekly Meeting Report tile. If you want to see a meeting report that covers more time and has more detail, you can select View more in the lower left corner of the tile. You can also select Insights on the left navigation bar to go the Insights page. 

On the Insights page, you can see how many meetings you hosted, your total meeting minutes, your average number of attendees per meeting, and more. 
Hosts can select New in the lower right corner of the Insights page to access reports that have to do with usage, recording information, attendance, and registration. 
For more information on “Insights” see the Insights section of the Modern View webpage.

Meeting reports


Webex Meetings Desktop App

The Cisco Webex Meetings desktop app allows you to access your most commonly used Webex Meetings site controls all in one place. Use the app to easily view your upcoming meetings, start and join your meetings, connect to a video device, and access your recordings. 
For more information, see the Webex Meetings Desktop App webpage


Meeting reports


Collaboration Meeting Rooms (CMR)

The CMR feature provides a Virtual Meeting Room 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 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. Participants who are teleworking get the experience of personally being present in the meeting room.

The Webex Video Conferencing feature is available to all NIH employees, so they can easily create their virtual personal meeting rooms and schedule meetings. Also, NIH conference rooms have Video Conferencing Systems installed, which support the CMR feature.

There are multiple ways to connect to the conference. The Webex CMR feature supports the following ways of joining a 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)

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://help.webex.com/?language=en-us
Submit Support Case: https://help.webex.com/contact?language=en-us

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)