Webex

Webex is one of the web conferencing systems provided by the University of Tokyo.

Signing in to your University of Tokyo account allows you to hold a meeting with a maximum of 1,000 participants and a maximum duration of 24 hours. A “webinar” function which is suitable for lectures, is also available. This feature is recommended for those who wish to hold lectures or meetings with a large number of participants.

When using a University of Tokyo account, please also refer to “Precautions for using external services managed and operated by Division for Information and Communication Systems”. You may use your University of Tokyo account for your own voluntary activities as a member of the University of Tokyo, including study groups and research groups that you organize or participate in.

On Webex Services

In addition to Webex Meetings, which is most commonly used, Webex offers four other services: Webex Webinars, Webex Training, and Webex Support. Each service has its advantages and disadvantages.

• Webex Meetings
  • The maximum number of participants is 1000 (including up to 200 participants joining via video conferencing systems).
  • Allows participants to join via video conferencing systems (such as Polycom). Can also support breakout sessions.
  • Often used for interactive meetings between peers.
• Webex Webinars
  • The maximum number of participants is 1000.
  • The presenter can join via a video conferencing system (such as Polycom).
  • Used for medium to large scale events. Participants are mutually isolated and do not know each other’s names or faces.
• Webex Training
  • The maximum number of participants is 1000.
  • Supports features such as breakout sessions and tests.
  • For example, it can be used for interactive lectures that involve inviting panelists or conducting tests.
• Webex Support
  • Can simultaneously host a maximum of eight sessions, with five participants per session.
  • Tablets and smartphones are not supported.
  • Usually used to offer one-on-one IT support.

Below, you can find out more about how to use Webex Meetings and Webex Webinars.

Instructions

Joining a Webex Meeting

1. Have your host send you the details of the meeting room (such as the URL)
   • For classes, please refer to How to Obtain the Online Class URL (for Students)
2. Join the meeting room
   • Depending on the meeting room, you may be required to log in to your UTokyo Account
   • Other participants will not be able to join until the host presses “start” for the meeting
3. Use the meeting room
   • Things You Can Do in Webex Meetings and Webex Webinars (as Host/Participant)

Hosting a Webex Meeting

1. Sign in to your UTokyo Account
2. Set up the meeting room
3. Notify participants of the details of the meeting room (such as the URL)
   • For classes, please refer to How to Announce Online Class URL.
4. Begin the meeting
   • Other participants will not be able to join until the host presses “start” for the meeting
5. Use the meeting room
   • Things You Can Do in Webex Meetings and Webex Webinars (as Host/Participant)
   • Things You Can Do in Webex Meetings and Webex Webinars (as Host)

Webex Webinars

The basic flow is the same as Webex Meetings.

• (Host) Set up a Webinar
• (Host) Start the Webinar
• (Participants) Join the Webinar
• Things You Can Do in Webex Meetings and Webex Webinars (as Host/Participant)
• Things You Can Do in Webex Meetings and Webex Webinars (as Host)

Using Webex via a Video Conferencing System

• Joining a Meeting via a Video Conferencing System Other than Webex

Using Slido in Webex

• When hosting a meeting, you can activate and use Slido directly in Webex. For general information on Slido and how to use it, see the page on Slido.
• Points to consider when using Slido
  • Cannot be used for end-to-end encrypted meetings.
  • Cannot be used in Webex Events (Classic).
  • Only the host can activate Slido (it cannot be launched by the cohost).
  • The host must launch Slido from the desktop version of the app (it cannot be launched in the mobile and web versions).
  • Other participants can operate Slido using the desktop, mobile, and web versions of the app.
• Things You Can Do (Host/Participant)
  • Live polling
  • Q&A
• Things You Can Do (Host)
  • Hosting events that you have scheduled in advance on the Slido events page.
  • Setting up new events
  • Adding a live poll
  • Analytics can be accessed via the host’s Slido events page after the event is completed

We would like to thank Mitsubishi Electric System & Service Co., Ltd. for providing materials for this article.