Collaboration tool

Information Technology Team > Collaboration tool

日本語

Webex service is available for Faulty Members, Project Faculty Members, URA and Staff/Technical staff members.
Estimated start date of use: April 1st, 2020

We will setup accounts of 1. Fuculty Members, Project Faculty Members, URA and Staff members, then 2. Students. It may take some time students’ accounts is prepared. Please use campus-wide services. #Other collaboration tools

1 General information

1.1 Purpose

Collaboration tool is a tool to communicate over Internet with each own computer or smartphones. School of Science introduces Webex as a result of comparison of several services.

1.2 Available services

• Virtual Meeting Room “Webex Meetings”
  • Each paid user has each virtual meeting room and can invite participants. Up to 1,000 people can participate in a room.
  • Each user is assigned static “Meeting Number”. Another (random) number is assigned when a user schedules a meeting.
  • Video conference system (Polycom, etc.) can connect to the room.
  • The meeting can be recorded, and the data is saved infinitely.
  • The transcription function of recording is provided. (English only)

• Messaging space “Webex Teams”
  • Basic function
    • Anyone can create an account for free. A user creates “space” and send messages.
    • Up to 5,000 users can join a space.
    • All messages are saved in the cloud, and you can review them from other devices. Files can be shared.
    • Voice/Video chatting is available in the space, but it's unavailable for spaces which more than three users join.
  • Paid users’ function
    • Voice/Video chatting is available for spaces which up to 200 users join if at least one paid user joins the space.
    • Paid user can moderate a space.

1.3 Supported environment

Users can use Webex with computer software or smartphone app. Browsers can be used, but software/app works smoothly.

Computer software and smartphone app can be downloaded from https://utokyo-science.webex.com/ .

1.4 Important notice

• Webex cannot be used with Businessなんちゃら (事務業務端末).
• Some service may not be working. Prepare a fallback plan in case of any trouble.

2 Paid user

• Faculty members (Prof., Assoc. Prof., Lecturer, Asst. Prof.) and Project Faculty members of the School of Science
• URA of the School of Science
• Staff members who supports IT communication of faculty members of the School of Science
• Students of the School of Science

Others cannot use Webex services as a paid user (i.e. cannot use Webex Meetings).

3 Preparation

Client certificate of School of Science is used to authenticate your qualification. For details on School of Science account, see School of Science account.

4 Webex Meetings

4.1 Sign in

1. Access https://utokyo-science.webex.com/ .
2. Click on “Sign in”
3. Enter 10-digit Universal ID@s.u-tokyo.ac.jp in mail address and click on “Next”
   • If your 10-digit Universal ID is 1234567890, your Webex login mail address is 1234567890@s.u-tokyo.ac.jp .
   • You will be authenticated using client certificate of the School of Science.

4.2 Initial settings on first sign in

1. Configure Personal Room name, Personal Room link and Host PIN in Preferences -> My Personal Room.

4.3 Start a meeting

1. Click on “Home” icon.
2. Click on “Start a Meeting”.
3. Cisco Webex Meetings application launches. Click on “Start Meeting”.
   • Enjoy!

4.4 Schedule a meeting in the future

1. Click on “Schedule”.
2. Enter topic, password, etc.
3. Click on “Schedule”.
   • Meeting Information is shown. Tell it to attendees.
   • Invitation mail will be sent if you enter attendees.
   • Tell information under “Join by video system” to attendees who use a video conference system such as Polycom.

4.5 Start a scheduled meeting

1. Scheduled meetings are listed under “Scheduled meetings”. Click on “Start”.
2. Cisco Webex Meetings application launches. Click on “Start Meeting”.
   • Enjoy!

5 Webex Teams

5.1 Sign in

1. Access https://teams.webex.com/signin .
2. Enter 10-digit Universal ID@s.u-tokyo.ac.jp in mail address and click on “Next”
   • If your 10-digit Universal ID is 1234567890, your Webex login mail address is 1234567890@s.u-tokyo.ac.jp .
   • You will be authenticated using client certificate of the School of Science.

5.2 Search for a user

You can search for a user with his/her name or 10-digit Universal ID.

• The user’s name is copied from School of Science account at the time his/her Webex account is created. It is in kanji and/or hiragana for Japanese, in alphabet for users from other countries.
• You can search for a user with only surname or given name. (As long as we tested.)
• Webex teams begin to search for a user when you enter a space. If his/her surname or given name is one character, you need to enter two spaces. (As long as we tested.)
• You can search for a user other than School of Science member with his/her email address.

5.3 Start a group messaging

1. Click on “+” icon on the right of the search window, then click on “Create a space”.
2. Enter the name of space and search for users. See #Search for a user.
3. Click on “Create”.

6 Staff members who supports IT communication of faculty members

There are staff members who supports IT communication of faculty members in each department / affiliated facilities offices.

7 Frequently asked questions

I want to use Webex in lecture.

Ask academic affairs staff for each department.

Guide for Campus-wide Webex service Online class / Web conference portal site @ The University of Tokyo will be great help.

I can’t sign in to Webex. / I can’t use Webex services.

Confirm you correspond to #Paid user.

Check service status. https://status.webex.com/service/status

Howling occurs.

Howling may occur when two or more participants are in same room. Mute microphone except for only one speaker and microphone.

8 Other collaboration tools

Consider using following services in case Webex Meetings is not usable.

8.1 Google Hangout Meet

ECCS (Educational Campus-wide Computing System) serves Google Hangout Meet.

Refer to https://www.ecc.u-tokyo.ac.jp/announcement/2020/03/03_3131.html for terms to use and how to use.

8.2 Webex Meetings

You may be able to use Webex Meetings if you activate ECCS Cloud Mail. This is limited-time offer.

Refer to https://www.u-tokyo.ac.jp/adm/dics/ja/90dayswebex.html for terms to use and how to use.

8.3 Zoom

You may be able to use Zoom if you activate ECCS Cloud Mail. This is limited-time offer.

It seems that it’s under preparation. (Mar. 4, 2020)

According to Zoom website, 40 minutes limit of Basic plan is temporary removed for academic users (whose mail address is ending with “.ac.jp” or “.ed.jp”).

9 Other

Online class / Web conference portal site @ The University of Tokyo

Helpful guide for Campus-wide Webex service written by Information Technology Center and Center for Research and Development of Higher Education.

DEIM2020 オンライン開催 虎の巻 (Japanese)

Flock of know-how for online forum.

Webex Help Center: My Webex Reports

Describes how to get the list of participants, etc. of the meetings which you hosted.

Cisco Webexではじめるテレワーク　(Japanese)

Guidebook for tele-work written by Cisco.