Video Conferencing

What is Video Conferencing?

Video conferencing (VC) is a critical part of the advanced communications and technology strategy used throughout UHI for learning, teaching and administration.

The VC service is delivered by the Learning & Information Services department, and technical support to staff and student users. Each academic partner also offers local first line support and basic training.

Within UHI, video conferencing is used to teach, host seminars and to hold meetings. It allows geographically disperse groups to interact without having the burden and cost of travel.

It also allows people to share applications, files and data which makes it easy to hold presentations and review documents in a VC session.

Where can I get more help with video conferencing? complete the relevant form on Unidesk in the first instance.

How do I report a problem? complete the relevant form on Unidesk

Unsure about some of the terminology and jargon used here? See our glossary.

Preparing for a VC session content

Preparing for a VC session

A few points before you start using Video Conferencing services

If you are connecting from new equipment, make sure you test the connection prior to starting.
Get to know your equipment beforehand, for example, it is important to know how to mute your mic prior to starting.
If you are connecting from a studio, find out from the organiser what the dial in code is.
Make sure you have been given the correct dial in code.

Creating a VC session content

Creating a VC session

You will now need to create your conference, which can be done via a 'Space' in Cisco Webex Teams (see 'Cisco Webex Teams - Spaces' section).

Cisco Webex Teams - Spaces content

Cisco Webex Teams - Spaces

Staff can create their own personal 'Spaces' in Cisco Webex Teams for internal meetings or for teaching with students. You can moderate your space, record your meetings, chat, share files etc.

A few things to note:

the Servicedesk have no control over your 'space', you are in control, you can also give others the power to control the space with you.
You will have to allow others into the meeting if you are the organiser (more info in the below video)

Please watch our short instructional video below on creating and using your own 'Space' to see just how easy it is.

More Information

Cisco Webex (VCs hosted on our own VC bridge) is changing to Cisco Webex Teams (VCs hosted by Cisco in the cloud). This gives us increased capacity and resilience and was a move planned later in the year that has been brought forward by the current Covid-19 situation.

If you already had the desktop client installed (which is called 'Cisco Webex Teams') it remains the same. It's the same client/application but we will be using a different VC bridge, meaning you will use the same application in a different way.

Meeting Organisers

If you have an existing 5 digit CMR code (e.g. 51800) this will stop working. You will need to create a new 'meeting space' in your Cisco Webex Teams client (the speech bubble icon on the left hand side and then the + symbol), please see our video guide to the left for more information. Anyone you add to your 'Space' will then see this in their Spaces area (speech bubble area) and can join the meeting automatically by clicking on the green "Meet" icon.

These meeting spaces also have a 9 digit dial in code (e.g. 123456789@uhi.webex.com) you can also issue to meeting members and guests which can be found in the Space Meeting information by clicking on the "Schedule" icon. However, for people dialling in using the code you will need to accept them into the meeting manually when they join before they can participate (again, see our video tutorial below)

In addition as meeting organiser you can also manage participant's microphones, pretty important in large meetings with lots of background noise.

Meeting Participants

If you are added to a meeting space by an organiser you will then see the new meeting in your Cisco Webex Teams client/application and can join the meeting automatically by clicking on the green "Meet" icon. If you are not normally a regular participant in a meeting but have been invited to attend you may be issued with a 9 digit dial in code (e.g. 123456789@uhi.webex.com) instead by the meeting organiser.

Personal spaces

You will also all now have a personal meeting space for people to dial you directly. The code for this which you can give out is <username>@uhi.webex.com. e.g. eo01zz@uhi.webex.com.

Space's - things to know content

Space's - things to know

Webex Teams Application Update

If you ever see the Webex refresh icon icon down the left-hand side of your Webex Teams application, we recommend you click it to apply the latest update. It should take no more than 10-15 seconds for the application to reload.

Meet Icon Has a New Look—Windows and Mac

The icon that you click to start an instant meeting in a group space has changed from to making it more descriptive.

Grid Layouts for Meetings—Windows

You can use the grid layout to see more people at the same time in a Webex Teams space meeting. See Webex Teams | Switch Between Grid and Active Speaker Layout During a Meeting.

High Definition (HD) Video—Windows and Mac

You can enable or disable HD video. Just click your profile picture, go to Settings (Windows) or Preferences (Mac), select Video, and then enable or disable the setting. You may want to disable HD video if your computer CPU is running high or you want to save network bandwidth during a call or meeting.

See Webex Teams | Turn Off Your High Definition Video.

Check for Duplicate Spaces—Windows and Mac

Isn't there a space for that? You'll be able to re-use old spaces when you're trying to create a new one. If there is an active space with the group of people that you have staged, you'll see a list of spaces you're already in with those people. Similarly, when you start typing a space name, you'll see a list of spaces with similar names that you might want to use. This helps reduce the creation of unnecessary, duplicate spaces. See Webex Teams | Create a Space.

'Seen by' for Read Receipts—Windows and Mac

We've added the words Seen by next to your read receipts in a space. This is to make it quick and easy for first time users to understand what the read receipts are. See Webex Teams | Check Who's Seen Your Message.

Joining a VC session content

Joining a VC session

The meeting organiser should either add you to the relevant 'Space' in Cisco Webex Teams or you may have to dial into the meeting yourself.

Dial-in options via Cisco Webex Teams (Schedule option):

- Meeting link
If the organiser has sent you a link to join the conference you can click on this and join as a guest via a web browser on a PC/Mac device.

- Join by video system
If the organiser has sent you the dial in code (e.g. 123456789@uhi.webex.com) you can dial in as a guest via Cisco Webex Teams.

- Join by phone
You can also join the meeting by phone (audio only) if you have been provided with the number to call and the meeting ID.

- other options
SIP address to join from VC suite/system
Skype for Business link

Watching a recorded VC session content

Watching a recorded VC session

Be advised that there are two types of VC recordings:

via tcs.uhi.ac.uk - this has been the way that we have hosted VC recordings in the past but is being phased out (see below for information).
Staff can now record their meeting 'Spaces' within Cisco Webex Teams and will publish their recordings on their 'Space', via email or Brightspace

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If you have attended a VC with a dial in code such as 60123@uhi.ac.uk or 79123@uhi.ac.uk then the recording will be hosted on http://tcs.uhi.ac.uk. Login using your user id in the format UHIAD\userid

See the video at the bottom of this section for a quick video tutorial.

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If you are unable to playback a VC recording, we recommend that you try the following troubleshooting:

1. Refresh the browser by pressing F5 or the refresh button on the browser
2. Try using a different browser
3. Select the 'Set bandwidth preferences' tab below the play back box and lower the speed
4. Select the 'Download' tab below the play back box and click on the MPEG-4 link and download.

If you still cannot access the recording, you should complete the VC Recording Unidesk form

Learning and Teaching Info content

Learning and Teaching Info

Learning and Teaching staff should visit https://www.uhi.ac.uk/en/educational-development-unit/remote-teaching/ to confirm what technology they should be adopting for Video Conferencing.

Guides content

Guides

Cisco Webex Teams Information