Cisco Webex Teams

Using Cisco WebEx Teams

Overview

Cisco WebEx Teams is the standard solution at PSI for interactive collaboration, audio/video conferencing and digital telephony. The software replaces the Vidyo Service at PSI, which will be discontinued at the end of 2020.

You can use you PSI credentials to login to the service through SWITCHaai. An initial registration is not necessary.

Additional participants can be invited using automatically generated e-mail links.

Features

  • Messaging & Phone-/Video conferencing (1to1 or groups)
  • Direct call
  • File sharing/-transfer options
  • Presence information (status, do not disturb)
  • Outlook/Exchange calendar integration
  • During the conference
    • Application/Screen sharing
    • Whiteboard
    • session recording
    • chat
  • Multilingual user interface (same language as Windows)

Installation & registration

The software can be installed/started as following:

Windows

Standard systems

On office computers/notebooks "Webex Teams" is automatically pre-installed and started when the computer starts/the user logs in.

  • "Cisco Webex Teams" is available for installation in the software kiosk as wekk
  • Start Webex using the desktop shortcut “Webex Teams”


Enter your PSI email address


Select “Enable autologin” and hit the “Auto-Login” button.

 

Private computers and systems outside the domain (not supported)

    • Download "Webex Teams" from www.webex.com/downloads
    • Start with desktop shortcut "Webex Teams
    • Registration with the PSI mail address
    • Enter PSI user name/password

Web access

As an alternative "Webex Teams" can also be used from the browser:
https://teams.webex.com/signin

Supported browsers:

  • Chrome 65 (or newer)  -> recommended browser
  • Firefox 48 (or later)
  • Edge (not available at PSI)
  • Internet Explorer 10 (or newer, restrictions!)

When working with the web client we’re strongly recommend to use Google Chrome.

A complete list of the supported features per browser is available at https://help.webex.com/en-us/9ehuwu/.

Linux (WebRTC Client)

Supported browsers:

  • Chromium
  • Chrome 65 (or newer)  -> recommended browser
  • Firefox 48 (or later)

A complete list of the supported features per browser is available at https://help.webex.com/en-us/9ehuwu/.

Mac

Installing the App

  • Download "Webex Teams" for macOS from www.webex.com/downloads
  • Start "Webex Teams" from applications
  • Register with the PSI mail address
  • Authenticate using PSI user name/password

Web access

As an alternative "Webex Teams" can also be used from the browser:
https://teams.webex.com/signin

Supported browsers:

  • Chrome 65 (or newer)  -> recommended browser
  • Firefox 48 (or later)
  • Safari 11 (or newer, restrictions!)

A complete list of the supported features per browser is available at https://help.webex.com/en-us/9ehuwu/.

Smartphone/Tablet

  • Download the app "Cisco Webex Teams" (Android/iOS)
  • Register with the PSI mail address
  • Authenticate using PSI user name/password

Getting started

Interactive help/virtual tour

When starting Webex Teams for the first time, you will be offered a virtual tour, which will guide you through the basic functions of the software. To do this, select "Look around".

At the bottom left you will find the help function, which you can use to interactively display help regarding the following topics:

  • Tour Webex Teams
  • Contact a person
  • Create a space with a group
  • Practice starting a meeting

Quick references

You can find a short introductionary documentation under the following link:

https://help.webex.com/en-us/5wctm5/

Learning videos

Software settings

Before starting with video conferences you should configure a few basic settings.

Select camera/microphone/speaker to use

Select profile > Settings
 


Select your preferred devices (a Bose headset in this example).


Hint: If you select the internal speaker as your ringer device, you will hear an incoming call regardless of whether you are currently wearing the headset or not.

Note:

Make sure that you have not muted your preferred device. You can check the status of the different playback devices in the system tray.


Select the camera to be used (In this case it is the camera of the notebook)

Hint: If you frequently are participating in video conferences and have your notebook docked, consider using an additional camera which you can attack to an external screen (article 25.730.0010, available at the central warehouse).

 

Additional settings

  • You can disable the sound for incoming messages:
    Settings\Notification\Play Sounds for: Messages -> off
  • You can define people as favorites and display them in a separate area at the beginning of the contact list. To do this, activate the setting Filter by -> Show Favorites on top
  • Spaces and persons can be displayed separately for a better overview.
    To do this, activate the setting Filter by -> Separate People and Spaces

The Webex Teams user interface
 

Use of Spaces/Teams

In Cisco Webex the content is organized in so-called “Spaces” and “Teams”. An overview on how you can use these features can be found here: https://help.webex.com/de-de/4eawbp/

Possible use cases:

  • Team: organizational unit or cost center (add employees as members)
  • Space: Project / Service / Topic (if necessary matrix organization or including external persons)

Use the "+" symbol to create Spaces / Teams.

 

Contextual content

Within a Space, some content is context dependent, like

  • News
  • Persons
  • Content (files, whiteboards, links)
  • Planned meetings

Contact management

Add contacts

You can add PSI contacts using the search window.

Note that it may take a few seconds until the contact appears. If you see multiple entries for the same person, select the first entry.

Using favorites

Right click onto a person and select "add to favorites"


Persons defined as favorites will be displayed in a separted area on of your contact list:


Conduct a Phone/Video conference call

Directly calling a person

To call a single person, add the person as a contact and select them in Space. You then can call the person by either

  • open the "call" context menu

use the call icon

Note: Calling a person using the telephone icon is currently not supported.

Meet several people

  • Create Space
  • Add people to Space (internal or external)
  • Start call (right click -> Call)
     

Planning a meeting

Open Outlook and create an appointment. Enter @webex as location as in the example. You can invite people who are not working on PSI as well. They will receive an invitation point by mail.

The participants will receive the invitation by e-mail and can accept it. To join the videoconference, participants select the "Join" link in the invitation.

Note: It can take a few seconds until the created calendar entry is being updated with the meeting information shown above.

During the conference

Share your screen or application

During a videoconference, you can share a specific program currently open on your computer or the entire screen.
 


Select the screen or application to be shared from the list.


To stop the splitting process, click "Stop".

Adding additional participants

During the meeting you can invite additional people. To do this, select “...” and “Add guest”.

Send messages and files

You can send messages to a single person or to a Space ("group chat"):

 


You can send files to people you have added or to a Space as wekk:

Known problems / error messages

A list of known problems and frequently asked questions can be found at the following link:


Videoconferencing Software (Vidyo)

Brief description

As standard desktop videoconferencing software, Vidyo is provided by our partner "Switch" and supported by the Information technology department (AIT).

To login to the service, PSI credentials can be used ( SWITCHaai). The users receive a personal virtual room in which they can carry out video conferences.

Additional participants can be invited using an e-mail link generated from instide the Vidyo application.

Features

The Vidyo software supports the following functions:

  • Participation via telephone (DialIn)
  • Support of SmartPhones/Tablets (App)
  • Chat function
  • Notes function
  • Whiteboard
  • Share applications

Installation

The software can be installed/used as follows:

  • Windows:
    • Installation of "Vidyo" via Softwarekiosk (manual)
    • Login with the PSI login data (AAI)
    • Please do not use the software provided on the Switch Vidyoportal URL.
  • Linux/Mac systems:
  • SmartPhone/Tablets:
    • Download of the app "Vidyo Connect" from the AppStore
    • Portal address: videoconf.switch.ch
    • Login with the PSI login data (AAI)