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Webex Meetings

My account

Usually, you can't sign into your Webex account because of an incorrect username or password, but there can be a few other reasons. Check that you have an active Webex account by contacting the help desk.

You can also make sure you're using the right Webex Meetings site. If you're unsure, check with the help desk.

  1. Go to your Webex site (refer to your welcome email)
  2. Click 'Sign in'
  3. Click 'Forgot your username or password?'
  4. Enter your email address
  5. Type the verification code
  6. Click the 'Submit' button
  7. You'll receive an email
  8. Click on the link in the email which will open a webpage where you can create a new password.

General questions on Webex

Standard Webex meeting
Each time you schedule a standard Webex meeting, Webex creates a unique meeting link. Once scheduled, standard Webex meetings can be joined at the scheduled time by anyone with the meeting link, even if the host is late or doesn't join. Once the scheduled Webex meeting has passed, the link can't be used again.

Personal Room Meeting meeting
Your personal Webex room, on the other hand, has a single permanent link unique to you. The advantage is that you don't need to schedule a Webex meeting – you can send the link to people at any time, and ask them to join. Your Personal Room link will never change, unless you choose to change it in your preferences.

Your Personal Room Meeting link never changes. You can paste the link in a chat or email invitation to start a meeting any time. To easily find your Personal Room link:

  • From within a meeting:

1. click the 3 dots  button at the bottom of the Webex meeting window

2. click 'Copy Meeting' link

  • Outside of a meeting there are three options:

1. sign in to your Webex account

  • click 'My Personal Room'
  • click 'More ways to join'
  • copy the URL at the top of the page

2. go to the mobile app

  • In the home screen click the 'i' in the top right.
  • press and hold down on the meeting URL, then click 'Copy'

3. go to the desktop app

  • click the 'Home' icon, then click the URL which will automatically be copied.

If you're joining a Webex Meeting from your computer and choose the 'I Will Call In option', you'll be given an attendee ID to enter when prompted.

The attendee ID allows the Webex application to sync with your audio. If the attendee ID isn't entered, your Webex connection and audio connection will remain separate. When you speak, you'll appear as a grey outline called 'Call-in user'.

If you intend to use Webex Meetings for an audio-only conference, just press # when asked for the attendee ID as it's not needed.

Yes, dial the Webex number provided in the invite (or in the Global call-in numbers) and then enter the 9-digit access code when prompted.

For Personal Room Meetings, the host needs to enter their PIN code (if they only join by phone) otherwise others won't be able to join the audio.

Yes, dial the Webex number provided in the invite (or in the Global call-in numbers) and then enter the 9-digit access code when prompted.

For Personal Room Meetings, attendees will be kept waiting in the 'lobby' until the host or their alternate host opens their Personal Room online by either clicking 'Join Webex meeting' in the invitation, clicking 'Meet Now' in the Outlook calendar or tapping 'Start Meeting' on the Personal Room screen of the mobile app or if the host joins by phone and enters their PIN code.

Yes, you can. After entering the meeting, in the 'Audio and Video Connection' window, under the 'Select Video Connection' drop-down menu, select the webcam you want to use.

The best way to share videos with sound is to share the video file. This means that attendees can view the video and hear the sound through Webex. If you try to share video in any other way, such as sharing your screen, you may find that the attendee can view the video but not hear the sound.

To share a video file:

  1. go to the 'Share' menu on top of the screen
  2. select 'Share File (including video)'
    From there, you can share files which are saved locally, including MP3, MP4, .mov and MPEG.

No. The meeting will continue until it's ended either by the host or an alternate host. Other participants can leave the meeting at any time.

Yes. You can switch off the beep notification once in the meeting by:

  1. clicking on the 'Participant' menu at the top of the screen
  2. unchecking 'Entry and Exit tone' option.

If you'd like to check who attended your meeting, hosts can run reports on attendees by:

  1. signing in to your Webex account
  2. in the 'My Webex' tab, click 'My Reports', on the left side of the page
  3. click 'Usage Report'.

You can then choose the date range you want to report on, filter by the meeting title and even export the information to an Excel file if you need it.

Scheduling

Yes, you can schedule a recurring meeting with Webex. Refer to this section for further information on how to schedule a recurring meeting.

No. While it's possible to add Webex to an entire series, you can't add Webex to a single occurrence of a series that does not already have Webex details. In this instance, you'll need to create a new one-off meeting and add Webex details as normal.

But, it is possible to delete Webex from a single occurrence in a recurring series containing Webex. To do that, open the relevant instance (occurrence only) and press 'Cancel Webex Meeting'. Then send an update.

Help desk phone numbers

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