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What are Webex desktop applications?

Webex desktop applications are software applications that let you share your desktop or other applications. You need to download one for Webex Centre and one for Productivity Tools, depending on what’s enabled on your account. When you join or start a meeting, the appropriate Webex centre application will automatically launch. Depending on your settings, you could have access to just one or any combination of Meeting, Event, or Training Centre(s).

Downloading and installing Webex desktop applications

If your Webex site administrator has enabled it, the desktop app is installed automatically. The installation begins when you log into your Webex site with your host account information. If your site administrator has not enabled automatic installation or if you are not prompted for the download, follow these instructions.

For speed, we recommend you install and test the Webex desktop applications before your first meeting.

  1. Log in to your Webex site and click the ‘Meeting Centre’ tab. The Webex site is in your welcome email. You may also have access to Event and Training Centres
  2. In the left column, click ‘Support’, then ‘Downloads’
  3. Click ‘Webex Meeting Centre Desktop App’
  4. Select Windows or Mac, then ‘Download’
  5. If using Internet Explorer, click ‘Runin the pop-up box at the bottom. The download will begin. If using another browser, you may have to take different steps to start the download
  6. Once downloaded, double-click to start the installation. The installation wizard will guide you through the installation process. Accept the user license and select the required setup. Confirm the installation destination, then click ‘Install’. Once the installation is complete click ‘Finish’ to close the wizard
  7. Webex Meeting Centre is now installed
  8. Repeat for each application and Centre available to you. Steps 3 and 4 will vary slightly depending on your Centre and Webex version.

Downloading the BT MeetMe for Cisco Webex audio client

Our BT MeetMe with Cisco Webex client integrates superior audio quality with your web conference.

  1. Log in to your Webex site and start a Webex meeting
  2. On the ‘Quick Start’ tab in the ‘Audio Connection’ pop-up, select ‘Call Using Computer’
  3. Click ‘Install Now’ button
  4. Plug in your stereo headset and select it as your preferred audio device
  5. After install, click the ‘Connect Now’ button
  6. Once complete, you will see a ‘Connected to Audio’ button.

Setting up your mobile device

If you have a smartphone or tablet, use the Webex app to chair or join audio meetings. You can download the app using one of these methods:

  1. from your device, click the appropriate link here to visit the app store and download the Webex app - 
      
  2. in the ‘Download’ section of your Webex site, visit the app store to download the Webex app -
  3. or go to the app store from your device and search ‘Webex’.

Then, just launch the app and follow the instructions on the screen. Use your Webex account details to login to the app.

Troubleshooting

If 'Connect Using Internet' or 'Call Over Internet' doesn't appear, please contact the helpdesk about having Webex VoIP enabled on your MeetMe account.

Configure general preferences

Update your time zone, language and locale

  1. Log into Webex and click ‘My Webex’ in the top navigation bar
  2. Select ‘Preferences’ from the left navigation menu and then ‘General’
  3. Select your time zone, language and locale.
  4. Click ‘Save’.

 

Change or reset your password

First time login

When you login to your Webex service for the first time, you’ll need to change the 'one-time' password you received in your welcome email. Please follow these steps to do so:

  1. locate the username and one-time password supplied in your welcome email
  2. go to your Webex service site and click ‘Log In’ (upper right corner of screen)
  3. enter your username and password in the form, then click ‘Log In
  4. you’ll be prompted to create a new strong password. once you enter and confirm your new password, click ‘OK’
  5. you’ll see a message confirming your password was successfully changed. Click ‘Log In’ and you’ll be returned to the log in page of your Webex site where you can enter your username and new password in order to log in.

Password reset

If you forget your password or need to change it, follow these steps:

  1. go to your Webex service site and click ‘Log In’ (upper right corner of screen)
  2. click the ‘Forgot your username or password?’ link
  3. enter your email address, then type in the 'Verification' characters and click ‘Submit’
  4. you’ll receive an email with a link to change your password. Click that link or copy and paste it into a browser
  5. you’ll be taken to the 'Change Password' page, where you’ll be prompted to create a new strong password. Once you enter and confirm your new password, click ‘OK’
  6. you’ll see a message confirming your password was successfully changed. Click ‘Log In’ and you’ll be returned to the log in page of your Webex site where you can enter your username and new password to log in.

Roster reconciliation

The Roster is the display of names on the Webex client of your meeting participants.

Roster reconciliation eliminates duplication between the display of names of users who joined the audio portion of a meeting from outside the Webex interface (call-in user) and their Webex participant names. It lets all attendees see who’s on the call and who’s speaking. It also lets the host control muting / unmuting participants.


Link participants' names to their audio connection

On each participant's ‘Meeting Info’ tab, a unique attendee ID is displayed - e.g. *926759#

  1.  Each participant enters this code on their telephone keypad, including the leading asterisk and the trailing hash mark, for example: *926759#. Ignore spaces in the ID string

  2. The Webex session will then display the user's name with a telephone icon next to it.

Web conferencing best practices

Here are some effective conferencing habits and methods to successfully conduct your Webex conference.

  1. Interact with your attendees — keep them involved and focused on your presentation.
  2. Test and experiment before you host a meeting using Webex, run a test. Make sure your presentation loads as expected and you’re familiar with the flow of your meeting within the console. Practice using the tools you want to use in the meeting - e.g. annotation tools.
  3. Share a website, application, or your desktop — this is more interactive than using screenshots in your presentation, and you can give control of the application to other participants. It also lets you demonstrate dynamic content.
  4. Use the Record function —to record your web and audio conference together, use the ‘Record’ function in the Webex console and save the meeting for replay or future reference.
  5. Make chat an integral part of your presentation — tap into your audience by asking questions via chat. It's a more informal way than ‘Polling’ to ask participants for feedback.
  6. Use all annotation tools — add energy to your presentation by using a variety of annotation tools. Highlight key points and information as you talk about them. Be careful not to give everyone annotation privileges to avoid confusion.
  7. Use full-screen mode for content viewing — help keep your participants focused on your message by setting your attendees Webex console into full screen mode. You can do this easily using the meeting tools.
  8. Share your file — transfer files, documents, or the presentation to your participants immediately. Stay top-of-mind with your participants by leaving them with something concrete.
  9. Poll your audience — this provides your audience with a chance to share ideas and lets you collect valuable information from them. Create your poll questions in advance and insert them into the presentation before your participants join the meeting. Use the circle if you only want participants to check one answer. Use the square if you want to allow multiple selections or answers. To get an accurate participant count, ask participants how many people are in the room with them.
  10. Mute — to avoid disruptions, ask your participants to mute their connection. Or you can mute all participants, then unmute them when you're ready for Q&A or conversation.
  11. Move slowly — when hosting a web conference call, move slowly between applications to allow for a smooth transition for your users. Application sharing uses more bandwidth, so smooth movement within the meeting improves the user experience.
  12. Video adds variety — use video too so that you can see and connect with your participants.
  13. Train with an additional PC — as a host, it’s suggested you have an additional PC in the room with you. The second PC should have a user logged in so you can see what your users are viewing, particularly if using a different platform e.g. a Mac.

Security best practices

Security best practices for Cisco Webex

  1. Auto lock Personal Room for secure meetings. This prevents all attendees in your lobby from automatically joining the meeting. The host will see a notification when attendees are waiting in the lobby and the as the host, you can authorise the attendees to join. This can be done from ‘My Webex’ > ‘Preferences’ > ‘My Personal Room’ on your Webex site.
  2. Set Personal Room notifications before a Meeting to receive an email notification when attendees are waiting for a meeting to begin. You can then be able to review the participant list and expel any unauthorised attendees.
  3. Schedule a meeting instead of using your Personal Room. Personal Rooms URLs don’t change. Improve security by scheduling a meeting which includes a one-time URL.
  4. Scheduled meetings are unlisted by default by the site administrator for all Webex sites. Unlisting meetings enhances security by needing the host to inform the meeting attendees, either by sending a link in an email invitation, or hosts can enter the meeting number using the ‘Join Meetings’ page. Listing a meeting reveals meeting titles and meeting information publicly.
  5. Set a password for every meeting by creating a high-complexity, non-trivial password (strong password). A strong password should include a mix of uppercase and lowercase letters, numbers and special characters (for example, $Tu0psrOx!). Passwords protect against unauthorised attendance because only users with access to the password will be able to join the meeting.
  6. Do not reuse passwords for meetings. Scheduling meetings with the same passwords weakens meeting protection considerably.
  7. Use Entry or Exit Tone or Announce Name Feature to prevent someone from joining the audio portion of your meeting without your knowledge. This feature is enabled by default for Webex Meetings and Webex Training. For notifications, select ‘Audio Conference Settings’ > ‘Entry and exit tone’ > ‘Beep or Announce Name’. Otherwise, select ‘No Tone’.
  8. Do not allow attendees or panellists to join before the host. This setting is set by default by the site administrator for Meeting, Training, and Event Centre.
  9. Request that your invitees do not forward the invitation further, especially for confidential meetings.
  10. Assign an alternate host to start and control the meeting. This keeps meetings more secure by eliminating the possibility that the host role will be assigned to an unexpected, or unauthorised, attendee, in case you lose your connection to the meeting. One or more alternate hosts can be chosen when scheduling a meeting. An alternate host can start the meeting and act as the host. The alternate host must have a user account on your Webex site.
  11. Lock the meeting once all attendees have joined. This stops additional attendees from joining. Hosts can lock / unlock the meeting at any time while the session’s in progress.
  12. Expel Attendees at any time during a meeting. Select the name of the attendee you want to remove, then select ‘Participant’ > ‘Expel’.
  13. Share an Application instead of sharing your screen to prevent accidental exposure of sensitive information on your screen.
  14. Automatically end meetings if there’s only one participant. Enabled by the site administrator, attendees will be given a 15-minute warning after the scheduled end time of the meeting. The meeting will then end within 1 minute.
  15. Disable setting that lets the meeting host leave the meeting without ending it. Changes to this setting are done by the site administrator.
  16. Set a password for your recordings before sharing them to keep the recording secure. Password-protected recordings need recipients to have the password in order to play them.
  17. Delete recordings after they are no longer relevant.
  18. Create a Host Audio PIN. Your PIN is the last level of protection for prevention of unauthorised access to your personal conferencing account. Should an unauthorised person gain access to the host access code for a Personal Conference Meeting (PCN Meeting), the meetingcan’t be started without the Audio PIN. Protect your Audio PIN and don’t share it.

Help desk phone numbers

Please browse our guides and if you can't resolve your questions, contact one of our global helpdesk advisers.