Collaboration tool

Information Technology Team > Collaboration tool

日本語

テクニカルタームはまだ確認していない

Estimated start date of use: April 1st, 2020

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.
  • Transcription function from recording is provided. (English only)

• Messaging space “Webex Teams”
  • Basic function
    • Anyone can create an account for free. A user creates “space” and send massages.
    • Up to 5,000 users can join a space.
    • All messages are saved in cloud, and you can review them from other device. 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 join 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-sos.webex.com/ .

1.4 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 some 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

Other users cannot use Webex service 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-sos.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 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 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 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 School of Science.

5.2 Search for a user

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

• 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 begins 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 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

専攻・施設ごとにコラボレーションを支援する職員（2020/03/05まで募集中）がいます。利用に関しての問題はその方にご相談ください。

7 Frequently asked questions

I want to use Webex in lecture.

Ask academic affairs staff for each department.

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