Everything You Need to Know About Scheduling and Joining Meetings in a Webex Conference Room
As we have learned, especially over the past few years, Webex is an extremely robust tool with a variety of ways to join, schedule, host, report and use. Depending on your audience, location, participants, and purpose, you need to choose the best setup for the situation. So, how do you know which tool to use and how to correctly schedule Webex? This article will share the details of scheduling and joining a Webex meeting, from wherever you are and with whomever you’d like to invite.
There are Webex Conference rooms and Webex Classrooms - physical rooms that have Webex equipment installed to enhance the conference experience, like cameras that track a speaker and microphones that can share audio with virtual participants. Conference rooms are used by staff for collaborative meetings and Classrooms are used for virtual and hybrid instruction. Then, there are the Webex applications on your computer or mobile device that participants often use to connect to the meetings hosted in the on-campus rooms.
The paths to schedule or join a Webex meeting from one of the physical rooms may have slightly different instructions than what you may be used to on your desktop or mobile device. Let’s walk through the process of how to schedule or join a meeting from a Webex Conference room (formally known as TelePresence rooms).
Scheduling a Meeting to be Held/Hosted in a Webex Conference Room
Scheduling a meeting that includes a Webex Conference room allows the host or attendees to be together in person, while still meeting with other participants virtually. This option is great for gathering groups in the conference room of multiple campuses as well.
To ensure that you or other attendees have the option of joining or hosting a meeting in a Webex Conference room, you’ll need to invite, or add the Webex Conference room when creating the virtual meeting in Outlook. Click the link below to view an FSCJ knowledge base article with step-by-step instructions for scheduling a Webex meeting to be held in a conference room
Schedule a Webex Meeting that Includes a Webex Conference Room
Include a Webex Conference Room When Hosting a Meeting from Microsoft Teams!
Welcome to the virtual FSCJ playing field, MS Teams! Prior to 2020, we occasionally held virtual meetings, but nowadays MS Teams serves staff well with indicator status’ and ease of virtual meetings. Did you know that you could schedule a MS Teams meeting and invite a Webex Conference Room? If you’re hosting a MS Teams meeting, but would like to provide the option to attendees of joining together in a physical space, then simply create your MS Teams meeting and invite the Webex Conference Room on the campus to the meeting. Best of both worlds! Click the link below for full directions to schedule a MS Teams meeting that includes a Webex Conference room.
Schedule a Microsoft Teams Meeting which Includes a Webex Conference Room
Joining a Meeting as an Attendee is Simple Too
This one seems intuitive, however depending on the room and how the meeting was setup, there may be a slightly different process. Click below for knowledge base articles with directions based on whether you are joining from a browser, your app, a Webex Conference room.
Join a Webex Meeting from A Webex Conference Room, Your Office, of Your Phone
Join a Webex Meeting from a Browser
Join an MS Teams meeting from a Webex Conference Room
Schedule Meetings that Include External Participants
Many FSCJ services have strict guidelines around providing access to those outside of our internal employees, but what about meetings that need to be held with vendors, reps, clients, or others who may not be lucky enough to have an @fscj.edu email address? If you’re scheduling a Webex Meeting, you can easily create a guest link for external participants, but what about for MS Teams meetings and users?
Not all external companies have the Webex and MS Teams interoperability. However, FSCJ has Integration in place for Webex Conference Rooms to connect to Microsoft Teams meetings. Follow the directions below to ensure that external participants using MS Teams have access to attend your virtual meetings.
To host a meeting with external participants:
FSCJ must schedule the meeting.
When scheduling, you must include the Webex Conference Room as the Resource or location to the meeting.
