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Selecting the Right Tool For Your Remote Meeting

These are UW-Green Bay IT's best practices for setting up remote meetings. This document details the remote meeting platforms available to UWGB employees and students and highlights their key features in order to help users make decisions on which tool to use for their meetings.

Comparison Table of Remote Meeting Platforms

Conference Now Microsoft Teams Meetings Blackboard Collaborate Ultra
Phone Connection
PC Connection (VoIP)
Screen Sharing
Max Participants 25 250 250 (max 25 on phone)
Additional Fee for Use
External Users Can Connect
Students Can Create Sessions
Requires Download
Use on Mobile Phone Audio Only With App In-Browser (Chrome or Safari)
Built-in Recording Feature

Voice Only Meetings

If anyone on your team is unable to connect with a computer and has only the ability to call into a meeting, we are recommending that you use one of these voice-only options:

Conference Now for On-Demand Conference Calls (up to 25 participants)

  • Utilizing our Cisco VoIP system, all employees can log into our Cisco Unified Communications Self-Care Portal to setup an on-demand conference call number.
  • This service only needs to be setup once and can be reused over and over.
  • Instruction for setup and the information that needs to be provided to participants can be found at: Using Conference Now for On-Demand Conference Calls.
  • Please NOTE: there is a 25-participant limit!

Video Meetings

Microsoft Teams Meetings

  • Microsoft Teams can be accessed through Office 365 and it is available to all employees and students. Teams meetings can be scheduled via the Teams app, Outlook in Office 365, or the desktop Outlook application (2019 or newer version only).
  • Meetings can be joined via the Microsoft Teams desktop application or via the Google Chrome or Microsoft Edge browsers.
  • Anyone can join a Teams Meeting. While you need a UWGB account to create and schedule a meeting, external users can be invited to meetings and join as guests through the Google Chrome or Microsoft Edge browsers. The Teams desktop application is available as a free download and provides the most fully featured experience.
  • While video is not required, at minimum, participants will need a microphone connected or built-in to their computer to speak during the meeting.
  • Users can join from mobile phones by downloading the free Microsoft Teams app for Android or iOS. Mobile users do not need to sign in and can join as guests.
  • Each meeting can include up to 250 participants.
  • Presenters can share their screen, PowerPoint files, or a virtual whiteboard with participants. Currently, only users on the Teams desktop app or Google Chrome can share content (this limitation does not apply to viewing shared content).
  • Meetings include a text chat panel.
  • Instructions for creating meetings: Microsoft Teams - Scheduling a Teams Meeting
  • Instructions for joining meetings: Microsoft Teams - Joining a Teams Meeting on the Web
  • Teams does a lot more than just video meetings. If you are inerested in learning more, please check out this LinkedIn Learning Tutorial
  • Please NOTE: the UWGB license for this product does NOT allow a call-in feature for Teams.

Online & Call-In Combo Meetings

Blackboard Collaborate Ultra

  • Blackboard Collaborate Ultra is the only online conferencing tool that UWGB currently has that will allow both video and call-in meetings.
  • All employees can setup their own Blackboard Collaborate Ultra sessions by logging into MyUW and selecting Collaborate Ultra in the Web Conferencing tile.
  • There is no software to download. Collaborate Ultra runs in-browser and is supported in current versions of Chrome, Firefox, and Safari.
  • Mobile users can join via Chrome on Android devices and via Safari on iOS devices. There is no app to download.
  • Up to 25 participants can dial-in to the session via phone, and up to 250 people can join via computer microphone and speakers.
  • Presenters can share their screen, PowerPoint and PDF files, or a virtual whiteboard with participants.
  • Sessions include a text chat panel.
  • Breakout rooms can be created within a session. (NOTE: When recording a session, breakout groups are not recorded).
  • A simple polling tool allows presenters to quickly prompt the audience with multiple choice questions and see real-time results.
  • Instructions on how to setup a Blackboard Collaborate Ultra session can be found at: [Link for document 98740 is unavailable at this time.]
  • Blackboard Documentation for Participants
  • Blackboard Documentation for Moderators

Extra Large Events

Blackboard Collaborate Ultra and Microsoft Teams both have features that can be enabled to accommodate large webinar-style events for more than 250 participants. Presenters can share audio, video, and presentation content, but these large events limit audience participation to text chat only. Chat can also be turned off if desired. If you would like to host a large online event for more than 250 participants, please contact the IT Help Desk for a consultation and instructions on how to activate these features for your meeting.

Keywords:videoconferencing, teleconference, videoconference, teleconferencing, conference, call, Skype, Teams, WisLine, Conference Now, Blackboard Collaborate Ultra, Collaborate Ultra, Collaborate, online, meetings, video, chat, conferencing, webinar, webconference, webconferencing, tools, screen, share   Doc ID:99903
Owner:Caden W.Group:UW Green Bay
Created:2020-04-01 15:36 CDTUpdated:2021-05-19 08:35 CDT
Sites:UW Green Bay
Feedback:  2   0