Help Desk - Which video conferencing or webinar tool should I use? Blackboard Collaborate Ultra, Google Hangouts Meet, Cisco Webex , Microsoft Teams, Zoom

There are a number of web conferencing tools available to UW-Madison faculty, staff, and students. This document compares the major features of five web conferencing tools: Blackboard Collaborate Ultra, Google Hangouts Meet, Webex Meetings, Webex Events, Microsoft Teams, and Zoom.

IMPORTANT - If possible, password protect your meetings and only share the URL as needed. At this time of remote meeting and learning, we are finding that uninvited guests are joining some public events and are sharing content without permission. If you must host an open event, be sure to verify who can present during the meeting and restrict access as much as possible.
ALSO Many if not most web conferencing technologies will experience issues with users in China. Please see this news item for further details.

Please also look over this policy about collaboration technologies and recordings as they relate to students in particular. If the technology you want to use is not listed in this policy, do not use it for instructional purposes.

Blackboard Collaborate Ultra is the official web conferencing of UW-System and is integrated with Canvas. For more information on Blackboard Collaborate Ultra, click here.

Google Meet is available to faculty, staff, and students through the UW-Madison G Suite. You must activate a UW Google+ account to use Meet. For details about Meet, click here.

Cisco Webex (Meetings / Events / Trainings) is available to faculty, staff, and students. This software can be installed on all UW-Madison computers and is accessible for download either via the Campus Software Library or via the UW-Madison Webex portal. For more information regarding Webex, click here.

Microsoft Teams offers chat, calls, and meetings and is available to faculty, staff, and students through the University's Office 365 license. For more information, click here.

Zoom is now available at UW-Madison, starting with the Fall 2020 semester. For more information, see UW-Madison Zoom-Getting Started. See Zoom announcement in IT news.

Non-UW-Madison tools:  Due to FERPA, HIPAA, and other data privacy considerations, campus policy prohibits the use of other, non-sanctioned web conferencing software such as Skype for any University academic or business purposes.

Features Blackboard Collaborate Ultra Google Meet Webex Meetings Webex Events Microsoft Teams Zoom
Max. # simultaneous video (Visible at a time)++ 250 (4) 100 (16) 1000 (25) 1000 (25) 250 (16) 300 (49)
Max. # simultaneous audio 5 100 1,000 1,000 250 300
Max. # participants 250 regular room. For Large Events up to 500 (or, see Blackboard Collaborate Ultra - What to expect with large attendance events (250+ participants)) 100 (250 through 9/30/2020) 1,000 1,000 10,000 (several live event settings must be configured first; see here for instructions) 1,000 (requires licensing configuration, process to be determined)
Chat feature Yes Yes Yes Yes Yes Yes
File sharing capabilities Yes No## Yes Yes Yes Yes
Screen sharing capabilities Yes Yes Yes Yes Yes Yes
Breakout rooms (Total Number) Yes (20) No Yes No Yes (50) Yes (50)
Cost Free to UW Free to UW Free to UW Free to UW Free to UW Free to UW
Integrated with Canvas Yes No No No No Yes
Remembers content Yes (some) No Yes (some) Yes (some) Yes Yes (Some)
Browser based (no download required) Yes Yes Yes^ Yes^ Yes^ Yes^
Live/closed captioning integration for captioners (e.g. CART) Yes No Yes Yes No Yes
Students can create a session No Yes Yes Yes Yes Yes
Live streaming N/A No Yes Yes Yes (Live Events) Yes
Record meeting Yes No Yes Yes Yes Yes
Cloud Recording Retention Yes N/A Yes Yes N/A Yes
Allow external participants (non UW-Madison) Yes Yes Yes Yes Yes Yes
Bandwidth Requirements BBC Ultra Google Meet Webex Meetings Webex Events Microsoft Teams Zoom
Application integration Canvas, My UW-Madison Portal G Suite (Docs, Sheets, Drive, and more) Microsoft Outlook, Cisco Jabber, Dropbox, Box, Google Drive, IBM Cloud, Microsoft OneDrive Microsoft Outlook, Cisco Jabber Microsoft Suite (Email, OneDrive, and more) Microsoft Office 365, Box, Google Drive, Google Calendar, Microsoft Sharepoint, Microsoft OneDrive, Eloqua
Dial-in option Yes Yes Yes Yes No Yes
Dial-out option N/A Yes No No No Yes
Platform Web, Mobile (iOS and Android) Web, Mobile (iOS and Android) Webex Teams, Webex Desktop, Web, Mobile (iOS and Android) Webex Desktop, Web Mobile (iOS and Android) Web, Mobile (iOS and Android) Web, Mobile (iOS and Android)
Blur background N/A No Yes Yes Yes (Mac OS/Win desktop clients) Yes (iPhone only)
Captions Yes Yes Yes Yes Yes Yes
FERPA Data Allowed Yes Yes Yes Yes Yes Yes
HIPAA Data Allowed+ No No Yes Yes Yes Yes (configuration requirements)
Security Information Blackboard Meet Webex Webex Teams Zoom
Training Moderator Training Google Meet Training Getting Started: Webex Meetings Getting Started: Webex Events Video Training Guides Zoom Video Training
Accessibility and Usability
Blackboard Accessibility and Usability
Google Accessibility and Usability
Webex Accessibility and Usability
Webex Accessibility and Usability
Microsoft Accessibility and Usability
Zoom Accessibility and Usability

## While Google Meet has no native file-sharing feature, you can share files through Google Drive.                                                           

^ These all have a desktop, browser, and mobile version. Attendees can choose to join via any option. Setting up the room and accessing the full functionality of the product requires the desktop version.

+ HIPAA regulations apply to businesses and individuals in the health care industry such as health plans and health care providers. These are called covered entities, meaning they are covered by HIPAA. UW-Madison is a hybrid entity because it includes units that perform HIPAA-covered functions (such as providing health care) and units that do not. As a hybrid entity, UW-Madison has designated units that perform covered functions, and individuals or units that perform support functions on behalf of those designated units, as its Health Care Component.

++Max # Simultaneous Video/Audio refers to the maximum amount of participants able to stream video or audio at the same time.

See Also:

Keywords:Web, conferencing, video conferencing, collaboration, adobe connect, blackboard, collaborate, google+, google hangouts, hangouts on air, office hours, guest lecture, ultra, Canvas, webinar, videoconferencing, webconferencing, conference, videoconference, compare, options, software, solutions, webex, Cisco, live event events remote, continuity, instruction, telecommute, telecommuting, online lecture, class, closure, covid, teams, Learn@UW, canvas, meet, zoom, FERPA, HIPAA, security   Doc ID:45390
Owner:Help Desk KB Team .Group:DoIT Help Desk
Created:2014-12-03 11:35 CDTUpdated:2021-04-02 10:35 CDT
Sites:DoIT Help Desk, Google Apps, Learn@UW-Madison, My UW-Madison Portal, Office 365, Office of Cybersecurity, Zoom
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