Cisco Webex Meetings

FAQs

My account

I can't sign into my Webex account

There can be several reasons why you wouldn't be able to sign into your Webex account. Usually this is 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 are using the right Webex Meetings site. If you are unsure, check with the Help desk.

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How do I change or reset my password?

  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. You will receive an email.
  7. Click on the link in the email. This will open a webpage where you can create a new password.

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General questions on Webex

How is a standard Webex meeting different from my Personal Room?

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 does not join. Once the scheduled Webex meeting has passed, the link cannot 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 on the fly, and ask them to join. Your Personal Room link will never change, unless you choose to change it in your preferences.

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Where can I find my Personal Room link?

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 with three 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.

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Why am I asked for an attendee ID when dialling into a meeting?

If you are joining a Webex meeting from your computer and choose the I Will Call In option, you will be provided with an attendee ID to enter when prompted.

The attendee ID allows the Webex application to sync with your audio. If the attendee ID is not entered, your Webex connection and audio connection will remain separate. When you speak you will 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 is not required.

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Can I use my external webcam?

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

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What is the best way to share video with sound?

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 attempt to share video in any other way, such as sharing your screen, you may find that the attendee can view the video but cannot 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.

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I scheduled my meeting for 1 hour. Will it end automatically when the hour is up?

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

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Can I turn off the beep notifying me that someone has joined the audio once the meeting has started?

Yes you can switch off the beep notification once in the meeting:

  1. Click on the Participant menu at the top of the screen.
  2. Uncheck Entry and Exit tone option.

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Is there a way to see who has attended my meetings?

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

  1. Sign 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 should you need it.

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Scheduling

How can I show local dial-in numbers in my Webex invitation?

If you haven't set your preferences in Webex Meetings, the system will be set to a default location, time zone and dial-in numbers.

Go here for details on how to configure your preferences.

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Can I schedule a recurring meeting?

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

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Can I just drag and drop a Webex meeting to another time?

Please refer to this section for information on how to drag and drop meetings.

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Can I copy and paste Webex details from a previous meeting?

No, you shouldn't copy and paste the meeting details of an existing scheduled meeting into a new meeting. Refer to this section for details.

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Can I add Webex to a single occurrence of an existing meeting series?

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

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

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Troubleshooting

Why can't I see the Webex icons in Outlook?

If the Webex Meetings Desktop app has never been installed, contact the Help desk to help you install it.

If the Webex icons were appearing in Outlook previously and you do not see them anymore, contact the Help desk to get it reactivated.

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My meeting is loading slowly and/or I'm having quality issues in the meeting. What can I do?

Cisco recommends the following for troubleshooting:

  • If possible, try using a different browser.
  • Clear cache and cookies from the browser.
  • Add Webex as a trusted site in your browser.
  • Disable any active popup blockers.

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I can't see my local dial-in number in the global call-in numbers list

If no phone number is available for the country you are in, you can:

  • Use the Call Using Computer option. This is the preferred solution as no extra costs are incurred.

    - Or -

  • Dial the local phone number for a neighbouring country.

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Why do people say I sound quiet in the meeting?

Connect to Audio

  1. Make sure your USB headset is plugged into your computer.
  2. In the Audio menu, select the Audio and Video Connection... option.
  3. Click the Call Using Computer option.
  4. Click Connect Audio.

Select the headset and adjust the microphone

  1. In the Audio menu, select the Audio and Video Connection... option.
  2. Click the Change settings link.
  3. Click on the device's name under Microphone and a drop-down menu will open.
  4. Select the microphone corresponding to your USB audio device from the list. For example, if you have a Plantronics headset, select the device corresponding to Plantronics in the list.
  5. Increase the volume by moving the bar under the microphone device name to the right.
  6. Tick the Automatically adjust volume box.
  7. Check the responsiveness of the microphone by speaking into the headset microphone – you should see the microphone indicator move from left to right as you speak.

    If the microphone indicator is not responsive, make sure:

    • The correct device is selected in the list.
    • The microphone is not muted (there might be a button on the device itself).
    • If you still have problems after completing the steps above, connect to the audio using the I will call in option and contact the Help desk.
  8. Click the OK button.

Check the headset itself
Try using another USB headset, or try connecting to the meeting using your headset with another computer.

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