Webex Getting Started Tutorial: Complete Guide to Getting Started from Scratch

If you're about to get started with Webex, here's a guide designed to help you get started without missing a thing. From creating your account to scheduling a meeting or share screenWe tell you in plain language and with all the details. The goal is to have everything you need to get up and running with Webex in minutes..

Webex combines calling, messaging, and meetings into a single, secure, and easy-to-use application. You can seamlessly transition between functions, customize your experience, and collaborate with people within your company or outside your organization using just their email. With what you'll find here you can configure audio, video, spaces, equipment, notifications and even your device integrations..

What is Webex and what you need to get started

The new Webex app Unifies calls, messages, and meetings for faster collaboration. It lets you bring the right people together, work smarter with a personalized experience, and choose how you collaborate every time. If your company has already created an account for you, you can practically start working immediately..

Don't have an account yet? Signing up is easy: go to webex.com and click Start for free, enter your email address, and follow the instructions in the activation email to set up your username and password. Once you have it ready, you can go to web.webex.com or download the desktop app to get more out of it..

To get started with the Webex Meetings series, you'll need three basic things: a host account on your Webex site, the site URL (also known as the User Hub URL), and your credentials. In your administrator's welcome email you will find the site URL and access.

The Webex site (User Hub) is your control center: from there you can start, schedule, or join meetings, access messaging, and find the desktop app download. Sign in to your Webex site to manage everything at a glance.

In the web version, you have a Webex Suite menu that gives you access to complementary tools such as Vidcast (to record and share video messages without a meeting) or downloading the Webex app. Click the menu in the header to open Vidcast or Webex in a new window and follow the authorization steps that appear..

Downloading the desktop app unlocks extra features, like Bitmoji for messaging between Webex users. If you work with the platform on a daily basis, the desktop app will be faster and more complete..

Spaces, equipment and work organization

When you start a conversation with someone, Webex creates a space for that exchange. You can invite anyone using their email, even if they're not part of your organization. In these spaces you can chat, share files, plan meetings or make calls with your collaborators..

If a project grows and requires more structure, you can create a team and group several spaces under a single theme. Teams are ideal for long-term initiatives that group tasks or subprojects. Plus, you can move an existing space to a team if your needs change..

In some organizations, you'll see public spaces that you can discover and visit to connect with others with similar interests or follow news. If at any time a space is no longer relevant to you, you can leave or hide it, and you will also stop receiving notifications..

Creating and managing teams is straightforward: go to the Teams section and tap Create a Team. You can even add an emoji to the name for quick identification. Team spaces can be added from Teams > Create a space within the team of your choice.

File sharing is fully integrated. Most common formats are accepted (doc, docx, gif, jpeg, pdf, png, ppt, pptx, xls, xlsx), with a size of up to 2 GB per file. Documents up to 50 pages and less than 100 MB can be previewed without downloading..

• To share, drag and drop the file into the space window or tap Attach and select the document. Animated GIFs play automatically if they are less than 2 MB in size..

Managing notifications is key to avoiding overload. By default, you'll receive notifications about everything, but you can adjust them to only receive @mentions or activity from your priority spaces. If you are not interested in a space, you can mute, hide, or exit to stop receiving notifications..

Presence helps you know if someone is available. A green circle around the avatar indicates that person has used the app in the last 10 minutes and is more likely to respond soon. If you see a “Do Not Disturb” status, it may be best to wait before texting or calling..

Personalize the app to make it yours: upload your photo as your profile picture, change your display name (alias), choose a different color theme, and adjust your status. You can set temporary statuses like “I’ll be right back” or create a custom one to tell what you’re up to..

Meetings: planning, starting, and joining

Scheduling a meeting is a matter of seconds. Go to the User Hub, choose Schedule, and enter the title, date, time, and any other details. Confirm with Schedule and your meeting will be on the calendar.

When the time comes, go to User Hub and, on the home page, find your meeting under Upcoming Meetings and press Start. You can also start an instant meeting in your Personal Room, which is like your permanent virtual conference room with an easy-to-remember URL. Your personal room never changes, so it's perfect for impromptu meetings.

To invite more people during an ongoing meeting, open More options > Invite & remind, or copy the meeting link and send it via email or chat. If you're planning ahead, add attendees from your site's calendar. Guests can join without downloading anything: the invitation includes all the details.

When joining from an email invitation, simply click the Join Meeting link. The Meetings interface is very simple: the main controls are in the center, and on the right, you'll see panels such as Participants. Check the Participants panel to see who has entered..

If you manage an organization, you can invite your colleagues from the console using Invite Teammates and enter their email addresses. Webex sends automatic reminders if they don't register within two days, and you can also manually resend invitations. This way you will accelerate internal adoption and everyone will work in the same environment..

Audio, video and content: configuration and best practices

Before joining a meeting, you'll see a preview window to adjust your audio and video. If you experience quality issues, see the guide for Slow or cut-out video calls on Windows 11The easiest way is to connect using your computer's audio (speakers/headphones and microphone), although you can also choose to have the meeting call you by phone or dial an access number yourself. You can even join without audio if you are in a physical room but want to share content from your computer..

• Use computer audio: Adjust microphone, speakers, and headphones from the audio connection options. It is the default and fastest choice.
• Call me: Enter your work or personal number so the system can call you. Useful with unstable network connections.
• Incoming call: Dial a global number that you'll see after joining the meeting. Great alternative if you are on the go.
• Don't connect to audio: Enter zero listening mode to share your screen from a room. Avoid echoes in spaces with video conferencing systems.

If you prefer to mute your microphone, tap Mute in the preview. You'll clearly see the mute indicator and can unmute it when you're ready to speak. Mute upon entry prevents noise in the first few seconds.

With video, you can choose the camera, turn it off when you enter, or keep it active. Self-view appears mirrored by default, though you can disable it if you feel more comfortable seeing yourself as others see you. When you find your ideal configuration, save it to reuse in future meetings..

If you prefer privacy or reduce distractions, use background blur or a virtual background. From Change Background, you can choose to blur or replace your surroundings. It's a quick solution if you work from shared spaces.

To share content, use the Share control in the meeting bar. You can display the full screen, a specific window, or a document. Sharing keeps everyone on the same page and improves the flow of the meeting..

Recording is the best way to preserve agreements or send the session to absentees. Click Record to begin; you'll see a red icon while it's being recorded. Once it's finished, you'll find the recording on the User Hub recordings page if you recorded to the cloud, and you'll receive an email with the link when it's ready (it may take up to 24 hours depending on the size and bandwidth). Recordings include audio, video and presentations.

If you're on the free plan, recordings are saved locally on your computer. In Windows are stored in Documents (My PC) and on macOS in your home folder. Make sure you have enough space if you record frequently..

Supported devices, integrations, and cameras

Joining from room equipment or video devices is even more convenient with the One Button to Push (OBTP) feature in Cisco Webex Video Platform 2.0. At the start time, the Join Meeting button appears on the touchscreen of supported devices. Just tap and go, no need to type in addresses or long codes..

For OBTP you need: compatible touchscreen room devices, TMS 15.2 (minimum) with TMSXE 5.2, the room must be booked as a resource in Outlook, and the device and its Exchange mailbox must be properly paired in TMSXE. Check with your IT team if the button still doesn't appear..

Site administrators can use new variables in Webex desktop app email templates—%MeetingNumberNS% and %PersonalRoomID%—to customize meeting invitations and information emails. This automates the sending of key data such as meeting number or personal room ID..

If you're working with Skype for Business (Lync), Webex Video Platform 1.0 offered interoperability with environments like Lync 2013 and Office 365, with RDP support for two-way content sharing. It even allowed a Lync user to start the meeting as the organizer and join before the host..

• To join a scheduled meeting from Skype for Business: Dial the video address in the format meetingnumber.sitename@lync.webex.com (for example, 123456789.example@lync.webex.com). If it's a Personal Room, use username.sitename@lync.webex.com.
• Enter the numeric password if requested and launch the video call from the app. In the email confirmation you will find all the data.

For dedicated video conferencing devices (Cisco, Poly, etc.), dial the video address meetingnumber@sitename.webex.com and, when prompted, enter the host key or PIN followed by # to begin. If you are not the host, press # to join as an attendee. On devices with a virtual controller or keyboard, look for the Dial or New Call option and the Keyboard button to enter the URI..

You can also use standards-based video conferencing applications, such as Cisco Jabber Video for TelePresence (formerly Movi) or Cisco Jabber. Enter the video address in the dial-in field and press Start or Call to join. The flow is very similar to that of a room device but from your computer.

If your device doesn't support dialing a full video address, your organization can set up a pilot number: a short number that replaces the URI. Dial the pilot number, enter the meeting number, and, if you're an organizer, add your key or PIN followed by #. For personal room meetings, if the organizer has not arrived, you will wait in the reception room..

Please note that Cisco has retired Webex Scheduler support for the extension of Google Chrome, the scheduler for Internet Explorer and integration with IBM Lotus Notes, Skype for Business, and IBM Sametime on December 31, 2020. Users of the old Chrome extension needed to migrate to the latest Webex plugin for G Suite.

Camera Compatibility: Most PC cameras work well with Webex Meetings. Mac, administrators can allow the use of virtual cameras in addition to physical ones. If you're looking for references, these are tested cameras with good performance.:

High-quality video cameras

• Cisco Precision HD. Tested to offer very good quality.
• Cisco VT Camera II. Compatibility verified.
• Cisco VT Camera III. Solid performance.
• Logitech HD Pro Webcam C910. Good definition.
• Logitech HD Webcam C920. Widely used model.
• Logitech QuickCam C905. Proven support.
• Logitech QuickCam Orbit AF. Smooth tracking.
• Logitech QuickCam Pro 9000. stable results.
• Logitech QuickCam S7500. Compatible with Meetings.
• Microsoft LifeCam Cinema. sharp image.
• Microsoft LifeCam HD. Reliable performance.
• Microsoft LifeCam NX-6000. Verified.
• Microsoft LifeCam VX-1000. It works without problems.
• Microsoft LifeCam VX-3000. Compatibility confirmed.
• Microsoft LifeCam VX-6000. adequate quality.

High-definition video cameras

• Logitech HD Webcam C310. High definition confirmed.
• Logitech HD Webcam C500. HD Performance.
• Logitech HD Webcam C510. consistent quality.
• Logitech HD Webcam C905/B905. HD Support.
• Logitech HD Pro Webcam C910/B910. Outstanding definition.
• Logitech HD Webcam C920. Excellent in HD.
• Microsoft LifeCam HD-5000/HD-5001. clear video.
• Microsoft LifeCam HD-6000. HD compatibility.
• Microsoft LifeCam Cinema. Good performance.
• Microsoft LifeCam Studio. Professional quality.
• Cisco Precision HD. Also tested in HD.
• Cisco TelePresence SX10. Room equipment with excellent image.
• Cisco VT Camera III. Consistent results.
• Apple iSight HD. Compatibility tested.

Finally, if you work with teams and want to speed up the onboarding of colleagues, remember that you can send invitations from your console, and Webex will resend reminders after two days if someone hasn't completed registration. This way you can ensure that everyone gets into the workflow as quickly as possible..

You should have the setup covered: account creation, site access, spaces and equipment, scheduling and starting meetings, audio/video management, sharing, recording, and connecting from devices or integrations. From here, it's about adjusting details like notifications and statuses to work at your own pace and get the most out of the platform in your daily life..