How to Use Webex: Beginner’s Guide to Hosting & Attending

In today’s fast-paced world, staying connected is more crucial than ever. Whether you’re working remotely, attending virtual meetings, or catching up with friends and family, having a reliable video conferencing platform is essential. One such platform that has gained popularity is Webex, offering seamless communication and collaboration features.

In this beginner’s guide, we’ll walk you through the basics of hosting and attending meetings on Webex, so you can stay connected effortlessly.

What is Webex?

Webex is a comprehensive video conferencing platform developed by Cisco. It allows users to host and attend virtual meetings, webinars, and online events from anywhere in the world. With features like screen sharing, chat, and file sharing, Webex facilitates effective communication and collaboration among teams, colleagues, and friends.

Getting Started with Webex:

  • Sign Up or Log In: To get started with Webex, you need to sign up for an account. Visit the Webex website and follow the prompts to create your account. If you already have an account, simply log in using your credentials. Sign up here for a free desktop account!

  • Download the App: Webex offers applications for various devices and operating systems, including Windows, macOS, iOS, and Android. Download the appropriate app for your device from the Webex website or app store.

  • Schedule or Join a Meeting: Once you’re logged in, you can schedule a meeting or join an existing one. To schedule a meeting, click on the “Schedule” option and fill in the details such as the meeting name, date, time, and participants’ email addresses. You can also choose whether to make the meeting recurring or set a password for added security.


  • Host Controls: As the host, you have control over the meeting settings. You can mute or unmute participants, turn on/off video feeds, and manage screen sharing permissions. Familiarise yourself with these host controls to effectively manage your meetings.
  • Joining a Meeting: If you’re joining a meeting, simply click on the meeting link provided by the host or enter the meeting ID manually. You may need to enter a password if the host has set one. Once you’re in the meeting, you can adjust your audio and video settings before joining.

  • During the Meeting: During the meeting, you can engage with other participants through video, audio, and chat. You can share your screen to present slides, documents, or web pages. Use the chat feature to ask questions, share links, or provide feedback.
  • Recording and Sharing: Webex allows you to record meetings for future reference or for participants who couldn’t attend. As the host, you can start and stop recording at any time. After the meeting, you can share the recording with participants or download it for offline viewing.
  • Ending the Meeting: Once the meeting is over, the host can end the session for all participants. Before ending the meeting, make sure to thank everyone for attending and summarise any key points discussed.

Webex in a Room Environment!

Using Webex in a room system environment adds an extra layer of complexity, but it can significantly enhance the meeting experience, especially for larger groups or businesses. Below is a step-by-step guide for using Webex in a room system environment:

1. Set Up the Room System:

  • Ensure that the room system hardware (such as cameras, microphones, and speakers) is properly installed and configured in the meeting room.
  • Connect the room system to the internet via Ethernet or Wi-Fi connection.
  • Power on the room system and follow any on-screen prompts to log in or enter meeting credentials.

2. Joining a Meeting:

  • If you have a scheduled meeting, you can join directly from the room system’s calendar or by entering the meeting ID provided by the host.
  • If you don’t have a scheduled meeting, you can initiate an ad-hoc meeting from the room system’s interface by selecting the “Start Meeting” option and entering the necessary details.

3. Configuring Audio and Video:

  • Once you’ve joined the meeting, configure the audio and video settings of the room system.
  • Select the appropriate microphone and camera inputs to ensure that participants can hear and see you clearly.
  • Adjust the volume levels and camera angles as needed for optimal audio and video quality.

4. Managing Participants:

  • As the host or presenter, you can manage participants directly from the room system’s interface.
  • Mute or unmute participants, adjust their video feeds, or remove them from the meeting if necessary.
  • Use the room system’s controls to facilitate smooth communication and collaboration among participants.

5. Sharing Content:

  • If you need to share content during the meeting, such as slides or documents, you can do so using the room system’s screen sharing feature.
  • Connect a laptop or mobile device to the room system via HDMI or wireless screen sharing technology (e.g., AirPlay or Miracast).
  • Share your screen from the connected device and navigate to the content you want to present.

6. Collaborating with Webex Features:

  • Take advantage of Webex’s collaboration features, such as chat, whiteboarding, and file sharing, to enhance the meeting experience.
  • Use the room system’s touchscreen interface or remote control to access these features and interact with other participants in real-time.

7. Recording and Ending the Meeting:

  • If you wish to record the meeting for future reference, you can do so using the room system’s recording capabilities.
  • Start and stop recording as needed throughout the meeting, and ensure that participants are aware of the recording.
  • Once the meeting is over, use the room system’s controls to end the session and disconnect from the meeting room.

8. Troubleshooting:

  • In case of any technical issues during the meeting, troubleshoot using the room system’s diagnostics tools or contact your IT support team for assistance.
  • Common issues may include connectivity issues, audio/video quality issues, or compatibility issues with other devices.

By following these steps, you can effectively use Webex in a room system environment to host and participate in meetings with ease. With the right setup and configuration, you can enhance collaboration and communication among participants, whether they’re in the same room or connecting remotely.

Tips for a Successful Webex Meeting:

  • Test your audio and video settings before joining a meeting to ensure everything is working properly.
  • Choose a quiet and well-lit environment for optimal video quality.
  • Use headphones or a headset to reduce background noise and improve audio clarity.
  • Familiarize yourself with the meeting controls and features beforehand to avoid any technical issues during the meeting.
  • Encourage active participation from all participants to keep the meeting engaging and productive.

In conclusion, Webex is a powerful tool for hosting and attending virtual meetings, offering a wide range of features to enhance collaboration and communication. By following this beginner’s guide, you’ll be able to navigate Webex with ease and stay connected with your team, colleagues, and friends, no matter where you are. So, why wait? Start using Webex today and experience seamless virtual communication like never before!

For more information contact our Sales Team today!

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