Connect Classroom Technology to Webex

This article is designed to walk you through the basic steps of setting up a standard Elon classroom for a blended class session using newly installed technology equipment and Webex web conferencing. Following these steps, you will learn how to launch a live stream of your class session and, if desired, record the session for later sharing. 

Note: The directions below instruct you to connect to the Avaya HCO20 in-class camera. These are the most common cameras, however several classrooms have 1 Beyond or Vaddio cameras (1 Beyond cameras are located in KLC 127, Carlton 221, and Lindner 208 while Vaddio cameras are located in Long 201, 203, and McMichael 115 and 329). The directions below still hold true with the exception of connecting the audio and video source. For these cameras, choose the following audio source: Microphone: "Shure P300 Echo Cancelling Speakerphone (3-Shure P300)"; Speaker: "Crestron (Intel(R) Display Audio)." For the 1 Beyond camera video source, choose Osprey VB-USL Video Bridge. For the Vaddio camera video source, choose to connect to the USB camera.

Get Started

  1. With a wipe from the sanitation station, wipe down the instructor station area.
  2. Turn the Crestron on.
  3. Turn the instructor computer on and log in.

Launch Webex

  1. In a web browser, go to or launch the Webex app. If you are looking in the Start Menu on a PC, Webex may be listed under Cisco. Next, select Start Meeting if you haven't previously scheduled one. 
  2. A new preview meeting window will open. In the lower right corner, select Settings or select the rotating list of titles for connected devices to select a Speaker, Microphone and Camera
    Note to instructors using a Mac: When utilizing the microphone, camera, and sharing screen functions in Webex, you may be prompted to allow Webex access. Choose "OK" to allow access.
  3. Select Test to play audio, which should be heard from the classroom speakers. If you cannot hear it, you can turn up the volume on the Crestron (right side), and make sure the audio source is the Desktop computer (left side of Crestron). 
    Crestron panel showing volume controls
    If your attempts to hear sound from the classroom speakers are unsuccessful, call the Technology Service Desk for assistance at (336) 278-5200. 
  4. Next, choose the microphone you want to use: 

    • Avaya HC020: The webcam microphone (if this option does not appear, press the power button on the provided remote to turn the camera on)

    • Instructor Station Microphone: Most likely listed as Microphone Array (RealTek Audio); may work best if you are positioned near the station 

    • External Microphone: Will be listed if connected; may include USB microphones available for long-term checkout through Media Services 

  5. The camera should be set to Avaya HC020, which is the classroom webcam. 

Manage Your Class in Webex

  1. If you need to invite students to the meeting, share the meeting number with them, which located in the information button in the top left corner of the screen. Participants can join by entering that number in the Webex meeting app or at
    Webex info button used to find meeting number
  2. At any point during your class (meeting), you can change the camera or microphone used for input by selecting the three dots at the bottom of the screen (shown on hover). [Note: If Avaya HC020 does not appear as an optionpress the power button on the provided remote to turn the camera on]. You can also mirror your camera image, if necessary, by selecting the icon in the upper right corner of the preview box.You can also turn off video or mute audio by selecting each respective button at the bottom of the screen.
    Webex buttons and labels
  3. The Record button allows you to record and save the class session (meeting) for future use. Recording to the cloud is recommended.

    After your video is processed, you will receive an email confirmation from Webex with links to download or share the file directly from the service. Additionally, Webex recordings are automatically uploaded to Kaltura and can be found and shared from your Moodle My Media page.

Pinning & Locking the Classroom Camera

In Webex, you may view participants’ video feeds in Grid View, which displays all video feeds in a tabular format, or Speaker View, which displays one video feed at a time based on the active speaker. For ease in seeing the instructor, you might suggest students choose Speaker View.

  1. If you want the Speaker View to maintain focus on a specific area, such as a whiteboard, you can Lock the display of that video feed for all participants. There must be at least three (3) participants in the session for the option to appear in the form of a pushpin icon at the top of the meeting window. Select the pushpin, then choose the video you want everyone view (the classroom camera).
    Webex pushpin icon
If you decide to lock your video feed on a whiteboard in your course, all writing should be as large as possible to permit optimal readability for in-person and remote students.

Share a Presentation

  1. Open PowerPoint and select your presentation file to present (or open your presentation file in an alternate program).
  2. Back in Webex, choose the Share Screen option. You will be given a selection of open programs to share. Choose the PowerPoint presentation you are running.
  3. For remote students, the presentation will show on their screen. For in-room students, the presentation will show on the projector. There may be a small picture from the classroom webcam. You can choose to stop sharing at any time from the menu at the top.

End the Class

  1. When class is over, select the End Meeting button  to conclude the Webex meeting for you and your students. Recording also will end, and after video processing is complete, your video will be stored in Kaltura. From there, you can import the video into Moodle. For help, review Add a Video to Moodle Using Kaltura in the IT Self-Service portal.
    End Webex meeting

Explore Additional Webex Features

Webex offers many other useful features. Review the extensive list of Webex articles in the knowledge base.



Article ID: 113739
Thu 8/13/20 10:42 AM
Thu 6/24/21 4:56 PM
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