You can download Webex Teams on your computer and your mobile device. If you install it on different devices, you can seamlessly switch between devices. Your content always stays synchronised because everything is stored in the cloud.
The first time you sign in to the Webex Teams app, you receive a six-digit confirmation PIN to verify your email address. Then, you can create your password and sign in. This increases the safety and security of the sign-in process.
If you didn't receive the confirmation code, check your email account details are correct and select ‘Send it again’.
You won't receive a PIN if your organisation uses Single Sign On (SSO) to sign into Webex Teams.
Adding a profile picture makes it easier for people to recognise you in Webex Teams. Until you upload one, your initials are shown inside the circle.
It’s simple to upload your profile picture, and once uploaded you can change it whenever you want using the same steps.
Sending a message to someone in Webex Teams is easy:
Now, just type your message and hit ‘Send’.
You've now created a Space just for the two of you. So, the next time you want to message them, just select their name from your list of Spaces.
The first time you send a message to a group, you’re creating a Space for the group to talk and collaborate. So, the next time you message that group, your conversation picks up right where you left it.
Although there’s no way to guarantee that someone read your message, you can see whether someone’s checked the Space since the latest post.
Scroll to the most recent post in the Space. You can see the profile picture of those who’ve checked the Space since the last post above the message area.
If more than ten people have checked the Space, you can hover over the number to see a complete list of names.
Flagging important messages is a great way to keep on top of things you need to follow up on later or to keep as reference. Flagged items are added to the Flags list and sorted by the date you flagged them. You can have up to 200 flagged messages. To do this:
You'll see a blue flag beside the person's profile picture as well as to the right of the message.
You can refer to your flagged message anytime you want to by simply selecting and go to ‘Flags’.
To remove a Flag, select the Flag on the message or clean up your Flags list by unflagging from the list.
When you're in a Space with lots of people, making sure you get a specific person's attention can be a challenge. With Webex Teams you can use an @mention to get their attention.
Type ‘@’ and the first few letters of the person's name, pick them from the list, and then type and send your message.
If you want to get everyone’s attention in the Space, save yourself some time by just typing ‘@All’.
If you mistype a message or send the wrong file, you can easily delete them even if you've already sent them.
Hover over your message or directly under your file and select ‘Delete message ‘X’’. If you sent a message and a file together, then select ‘Delete message’ to delete both.
When you receive a new message, it will show bold. Select it to read.
Besides sending text messages, you can also share all kinds of content in Webex Teams.
To share documents, videos or images:
Note: You can preview documents without downloading them first if they're no more than 150 pages and less than 200 MB in size.
To share a screen capture:
Most content can be previewed in the Space, without the need to download.
You can upload files up to 2GB file size.
Calls can be spontaneous and you can have unplanned video calls between 2 or more people. Meetings are scheduled gatherings.
In a 1:1, or multi-person Space, you can make direct voice and video calls to anyone at any time. All members see when a meeting has started and can choose to join or not.
You can create and schedule meetings for everyone in the Space. This opens a calendar entry to check team availability, so you can easily send the invitation.
Meeting details are automatically added.
If you're already messaging someone directly, you can quickly jump into a call right from your conversation. Regardless of how you start a call, your video is automatically on, but you can turn it off after your call starts. To do this:
Just select their profile picture to show their Contact Card and make your call. To do this:
Note: You don’t have to be in a Space to make calls. Anywhere you see someone's profile picture, just hover over it to show their contact card and select ‘Call’.
You can search for people and then call them from the results list. To do this:
You can start an instant meeting from any Space. To do this:
Note: The meeting starts instantly, and everyone in the Space sees a ‘Join’ button in their meeting list and in their Spaces list in the Webex Teams app. They also get a meeting notification on their computer or mobile phone.
A Space is a place designed for a group of people working on a specific topic. The focus is narrow and specific. Everyone who is part of that Space is involved in all its aspects.
However, if the original intention changes and you realise some people might be involved in some parts but not others, you can move the Space into a Team.
Spaces might be used for short- and long-term projects.
A Team is a place that helps you keep everything organised by putting multiple Spaces under a common theme.
Teams are ideal for a consistent group of people who are going to be working for a long time on something that might be complicated and involve a lot of activities or could be subprojects happening at the same time.
Every team has at least one Space called General, where everybody invited to the Team is also added to.
As a Team member, you can view and join all Spaces in the Team, create new Spaces in the Team and invite others to join.
In the Cisco Webex Teams app, all your work takes place in Spaces where you can send messages, make calls, have video meetings, share files, and whiteboards. Spaces work best for a group of people collaborating on a specific topic or single project.
To create a Space in:
To create a 1:1 Space:
To create a Team Space for group conversations:
Note: You can add people before or after you create the Space.
You can add people to a Space whether they work at your organisation or not. When you add someone who isn't already signed up to Webex Teams, they'll get an email invite to join.
Note: There is a limit of 5,000 participants per Space (regular Spaces of Team Spaces).
To add people to a Space:
type their whole email address if they’re not found by Webex Teams
If you need to join a Space, someone who's already a member will have to invite you to it.
Note: You can't just search to find available Spaces to join. Your search results only show Spaces that you've already joined.
Teams help you keep everything organised by categorizing multiple Spaces under a common theme. For example, you may have a Team for a large project that includes cross-department members all working together on specific pieces of the project. To do this:
It is recommended to add a small summary of that Team’s purpose for new joiners to understand what that Space is about
Your Team is assigned a colour, so you can easily distinguish it from the others.
To do this:
People get added to the General Space automatically, but then can join any Team Space on their own.
To create more Spaces in a Team:
If you need to join a Team, a moderator for that Team will have to add you to it.
Note: You can't just search to find available Teams to join. Your search results only show Teams that you've already joined.
Schedule a meeting with everyone in your Space at a specific date and time, whether it's a Space with one or a Space with more than one. Use the Webex Teams app to create calendar invites and have the email addresses of everyone in the Space added automatically. You can then send the invite to everyone in the Space to tell them about the meeting and how to join.
To do this:
Webex Teams opens a calendar invite and automatically includes the email addresses for everyone in the Space, the Space name as the subject, and ‘@Spark’ in the ‘Location’ field.
Note: Depending on your setup, the invite may also include a link to join the meeting, join by phone options, and a video address so people can join from any standards-based video system
When you're scheduling a meeting in your work calendar, you can add a keyword to create a Webex team meeting. To do this:
You see a meeting notification on your screen 5 minutes before a meeting is due to start.
To choose when to receive notifications for scheduled meetings or turn them off:
The meeting notification includes the meeting name, location, and a countdown of the time until the actual start time. To do this:
Note: You can also ‘Snooze’ to get reminded at the meeting start time or ‘Stop’ to stop getting reminded.
When you get invited to a Webex Teams meeting, you'll get an invite in your calendar application.
When it's time to meet, select the meeting link in the calendar invitation.
With the mobile app you can answer questions quickly at any time of the day, be available for your internal and external stakeholders and follow all the latest developments wherever you are directly from your mobile device.
In the Webex Teams mobile app you can find practically all the same functionalities as on the desktop app.
You can download Webex Teams on your mobile device and on your computer. If you install it on different devices, you can switch between devices without a problem. Your content always stays synchronised because everything is stored in the cloud.
To download the app, open your App or Play store on your mobile, search and download the Cisco Webex Teams app.
Signing in for the first time
Once you have downloaded the app on your mobile device: