Webex Accessibility: Best Practices

Provide a Link to your Personal Meeting Room

Use your Personal Meeting Room to provide a single, short and consistent URL for meetings and classes. This makes it easier for users to log in because they don’t have to find a different URL each time. You can schedule meetings in your personal room or host an impromptu meeting.

Consider Your Audio & Internet Connection

You can use a microphone or call-in audio for Webex. Use a high-quality microphone or call in for a reliable audio experience. It is important to have a strong internet connection. Consider hard wiring instead of using wifi if you have poor connectivity.

Allow Participants to Disable Video to Alleviate Poor Connection

Video can be a great tool to enhance the social aspect of web conferencing. It may also help users observe the nonverbal expressions of participants.  In some cases, it may be helpful to disable video if a poor connection is occurring. This may happen particularly when “sharing your screen” in Webex. Allow for flexibility among users.

Enable the “Mute on Entry” Feature

In your participant's panel, select the “mute on entry” checkbox. Participants will have to unmute their mics to participate. This feature will ensure less disruption throughout the meeting. The host also has the ability to mute and unmute individuals.

Recording Your Webex Session

Consider recording your Webex sessions for distribution after the meeting. The recording can be used by anyone that experiences poor connection or was unable to attend. In some instances, recorded sessions are used to facilitate transcription accommodations. SDS will contact you if this is relevant to your class.

Show or Hide Automatic Closed Captions (Auto-Captions)

Automated closed captions are available for Webex Meetings and Webex Webinars (not available for webinars in webcast view). You'll always know exactly who said what because each caption includes the speaker's name or the name of the room or desk device the speaker joined from. Be aware that if offensive words are used, asterisks replace some letters in the offensive word in the caption.

To show captions, click Show closed captions in the lower left of the screen.

Enable Closed Captions

Enable closed captions for meetings and classes that require this feature. Student Disability Services will notify you if a registered student requires captioning. Familiarize yourself with how to assign a participant to type closed captions if you have an accommodation request.

Share the Keyboard Shortcuts

Send out the Webex Keyboard Shortcuts ahead of time. Everyone can benefit from this information and it is particularly helpful for assistive technology users.

Describe Visual Content Displayed On Screen

Verbally describe visual content (e.g. images, charts) displayed on screen for call-in users and those with vision or cognitive impairment. This is especially important when you are using the Whiteboard feature.

Send Resource Links in Multiple Ways

Send resource links by chat, email, and verbally describe the URL so participants have multiple ways to access the content. This allows assistive technology users to choose an alternate method if they encounter access barriers with any particular one. We recommend sending resources in advance and using shortened (e.g. Tiny, bit.ly) URLs if needed.