Webex Meetings Essentials
Your first meeting made easy
Join your meeting in three easy steps
01. Join Webex Meeting
Join the meeting from your calendar invite by clicking Join Webex Meeting.
To test your meeting environment first, click here.
02. Join Audio
Choose one of the options under Select Audio Connection:
- Call Using Computer is the quickest way to join, if you have a good internet connection and headset.
- Call Me makes Webex call you on any phone, just enter the phone number.
- I Will Call In is useful if you don’t know the phone number of the phone you want to use.
- Call My Video System makes it easy to join the meeting from video conferencing rooms and hardware.
03. Start My Video
- Select the webcam you want to use.
- Click the green button.
Note: The text in the green button will change depending on the audio and video option you selected.
Join from a quiet place
If you have a very noisy background, participants will struggle to hear you clearly, so try to join from a quiet location. This is especially important if you are the presenter.
Use a good headset
The best audio experience is achieved with a good internet connection and a good quality headset.
Earphones can be used but tend to pick up a lot of background noise, so are not recommended.
When using a headset, place the microphone in front of your chin, not in front of your mouth, to avoid heavy breathing sounds.
Muting your audio is a good way to prevent unwanted sound from your environment disturbing the meeting. Sounds such as keyboard strokes, breathing and background chat may be more audible to other participants than you realize. Click or tap your microphone icon to mute.
Have one audio source
If you and your colleagues are planning to join a Webex meeting from the same meeting room, it’s best for everyone to join the web part of the meeting individually from their computers. However, only one audio connection should be made to avoid feedback and echoes.
Designate one person to join the Webex meeting with audio either by dialing in using a phone or by connecting via their PC. Other participants in the same room should join the Webex meeting, and turn on their videos but not connect to audio.
Have a clear background
When joining a Webex meeting from home or a busy area in the office, try to keep a clear background behind you to avoid distractions for other meeting participants.
Use one webcam
When joining a Webex meeting from a meeting room with a big group (if not all participants are able to join the web part of the meeting using their laptops), ensure the video camera is directed at the room at large instead of one person. This will make it easier for others to follow the discussion.
Give notice when leaving
Let others know if you’re leaving the meeting early to avoid them thinking you’ve lost connection. This will also give the host a chance to cover any topics needing your input, before you go. You can use the Chat feature to discretely let everyone, or just the host, know you’re leaving.
Tips for joining audio from your computer
The Call Using Computer option allows attendees to join audio over the internet
Make sure your headset is plugged into your computer.
Click the Call Using Computer option.
Next to the speaker icon, in the drop-down list, select your headset.
Next to the microphone icon, in the drop-down list, select your headset.
To test it’s working, click More options and then Test.
When ready, click OK to exit testing.
Click Connect Audio and Video.
Tricks when using the computer for audio:
If you do not hear any sound,
- The headset is plugged in.
- To turn up the volume.
- To test the headset in another USB port.
- That the correct device is selected in the list.
If others do not hear you (well), make sure:
- The correct device is selected in the list.
- The microphone is not muted (there might be a button on the device itself).
To ensure audio quality
for yourself and others,
it is important to use a
good quality headset.
Tips and tricks for the host during a meeting
What does it mean to be
The person who schedules the meeting is usually the host. Hosts have access to functionalities that allow them to manage and moderate the meeting, for example they can record the meeting for others to view afterwards. They can also mute other participants if there’s unwanted noise. If the host can’t make it to the meeting, they can assign an alternate host, to assume the host role when they are not there.
Never paste the details
from a meeting invitation
to another date/time
The meeting details are unique for every meeting you schedule, except if you are using your Personal Room.
Help others participate
If you are inviting clients or other external parties to your Webex meeting, don’t assume that they’ve used Webex before. Help them avoid any bumps in the road by sending them to the Quick Start Guide.
Get there early
If possible, start your meeting a few minutes early, especially if you have invited clients or other external parties to your meeting. This will give you time to ensure you’re connected to the visual and audio part of the meeting, and are ready to greet attendees as they join.
It will also allow you to prepare any applications you wish to share, or upload a presentation.
Guide people who are using headsets
When people use Call Using Computer for audio, there are sometimes issues connecting. This might mean that the microphone and headset have not been configured correctly. You can use the Chat panel, to help attendees.
Turn your video on
Video makes for a much more immersive meeting experience and aids communication. If you, as the host, turn your video on, it will encourage others to do the same.
Show your meeting window
If someone in the meeting is struggling with any in-meeting options, you can share your Webex Meetings window to show them where to go and what to select. To do this click the Share menu and select My Meeting Window.
Mute your audiences
To avoid noise disturbances at any time, you can choose to mute everybody at once.
Record the meeting
Make sure no one misses the important details of your meeting. Record the audio and the presentation.
Keep people engaged
Keep your session engaging by asking questions and giving the floor to others. Share your application to show the meeting agenda, presentation, actions, etc, and refer to it regularly to drive discussion and boost participation. If you have uploaded your presentation, the screen annotation tools are very useful to keep everyone on the same page.
Difference between standard Webex meeting and Personal Room (PR)
Standard Webex meeting
- Each time a Webex meeting is scheduled, it creates a unique URL link to join the meeting.
The meeting can be joined by anybody invited whether the host is present or not.
Once the scheduled Webex meeting has finished, the link cannot be used again.
Webex with your video devices
Webex with your video devices
Webex Meetings allow attendees to join from video conferencing systems and rooms. It is an additional joining option that must be activated by your company. When activated the option appears as Call My Video System once you’ve opened a Webex meeting.
Tips and tricks for using a video endpoint/room device in a meeting: