Get started with Webex Meetings for hosts

It is easy to host a meeting online using Meetings. There is the option of scheduling a meeting well in advance or starting one right away. As soon as it comes time for a meeting, you will be able to present your ideas and collaborate with your team as if you were in the same room together. 

It is important to note that some of the features mentioned in this article are only available with paid plans. Here is a list of what the free plan includes.

Schedule a meeting

You can schedule a meeting by logging into your Webex account and selecting Schedule. The meeting information needs to be filled in and you need to select Schedule when you are done.

Start a meeting

Once the meeting time has been set, log into your Webex site and join the meeting. You can find your upcoming meeting on the home page, under Upcoming Meetings, and you can select the Start button to begin the meeting.

To see more scheduled meetings, you can select View all meetings if you do not see your meeting listed.

A meeting can also be started in your Personal Room if you wish.

Connect audio

In order to control how the audio in the meeting is handled, you can select the settings before you join or start a meeting.

1. In the Meetings app, select the audio connection option and then click the Connect button.
2. If you would like to hear the audio in the meeting in one of the following ways:
   • Use computer audio— Make sure you are using a headset or speakers with your computer. There are two types of audio connections, and this is the default one.
     • If you want to change your headset, speakers, and microphone, you can do so.
   • Call me—If you would like the meeting to be called on a work or home telephone number, enter the number or select it from the list.
   • Call in—You can join the meeting by dialing in from your phone when it begins. After joining the meeting, you will be able to view a list of global call-in numbers.
   • Don’t connect to audio—Neither your computer nor your phone will be able to listen to any audio during the meeting. In the meeting room, you can use this option if you want to share content using your computer during the meeting, but you’re not in the meeting room.
3. During the meeting you have the option of muting your audio if you wish to do so.
   • Your microphone will be muted when it is turned off. You will need to click the Unmute button in order to be able to speak in the meeting.

Start your video

It is possible to choose the settings for video in the meeting before you join a meeting or start it, if you want to do so.

1. The Stop video button is available if you wish to join the meeting with your video off.
   • The status of your video will be displayed to you when it is turned off. The video will begin to play as soon as you click the Start video button.
2. Self-view videos are normally displayed in mirror mode by default, but this can be changed. If you want to view yourself in your self-view video in the same way as other meeting participants view you, you can turn off mirror view in your self-view video settings.
   • It is possible for you to save your audio and video settings for each meeting so you can reuse them for the next meeting if you’re happy with those settings for this meeting.
3. There is a way to use a virtual background if you wish to increase your privacy or to limit possible distractions while watching your video. Change background by clicking on it, and then you can choose whether you want your background to be blurred or replaced.

When using a video device that is compatible with the meeting, you will need to connect that device to the meeting.

Share content

Select Share from the meeting control panel in order to share content during a meeting.

For more sharing options, click on the Share menu on the top left of the page.

Record a meeting

There is a lot of importance attached to your meetings. It’s fine if your whole team is unable to attend, or if you want to keep a record of what was said if you don’t want to forget what was said. There is an audio recording, a video recording, and a presentation included in the recording.

If you are in the middle of a meeting and want to record it, click the Record button, then click Record. There will be a red icon at the top right of your window while the recording is in progress, which can be viewed by you and your participants.

After the meeting ends, your recording will be available for you to view on the Recordings > My Recorded Meetings page of your Webex site as soon as the meeting has ended. The recording link will be sent to you by email when the meeting ends if you recorded your meeting in the cloud. You can expect to receive your recording in up to 24 hours, depending on the size of the file and the bandwidth available to you.

High-quality video-supported cameras

Meetings should work with most cameras that are compatible with PCs. For the purpose of testing high-quality video, the following cameras were used:

• Cisco Precision HD

• Cisco VT Camera II

• Cisco VT Camera III

• Logitech HD Pro Webcam C910

• Logitech HD Webcam C920

• Logitech QuickCam C905

• Logitech QuickCam Orbit AF

• Logitech QuickCam Pro 9000

• Logitech QuickCam S7500

• Microsoft LifeCam Cinema

• Microsoft LifeCam HD

• Microsoft LifeCam NX-6000

• Microsoft LifeCam VX-1000

• Microsoft LifeCam VX-3000

• Microsoft LifeCam VX-6000

Read more

• Install and set up the Webex Meetings desktop app

• Install and set up Webex Productivity Tools for Windows

• Schedule a meeting in Microsoft Outlook for Windows

• Schedule a meeting in Microsoft Outlook for Mac

Frequently Asked Questions

Does the host have to start a Webex meeting?

In order for a meeting to get started, you need a host. As an alternative to you, if you are not needed for the meeting, then you can also have an alternate host for the meeting who will be able to start the meeting on your behalf. In order to add an alternate host, please follow the steps outlined in the link provided below.

How much does it cost to host a Webex meeting?

Pricing overview

The Basic Plan starts at just $0 per month, and includes HD meetings for up to 100 people, screen sharing, and a personal meeting room. There are many features included in HD meetings, such as screen sharing, recording, breakout rooms, & more. – HD Meetings & Calls: $25/mo – Get HD meeting with up to 200 people, screen sharing, recordings, breakout rooms, and more with our Meet + Call Plan.

How do I host a Webex meeting for free?

You can sign up for a free Webex plan at webex.com by clicking on Start for free if you have not done so already. The process of requesting an account is as simple as entering your email address and following the instructions. In the email you will receive when your account is ready, there will be a link to help you set up a username and password for your account.

How do you start a meeting host?

Generally, meetings tend to start with a shaky beginning, which can negatively impact the rest of the meeting if the meeting continues in the same way.
Inform – Excite – Empower – Involve

1. It is important to start the meeting on time.
2. This is your opening statement (IEEI).
3. The agenda needs to be confirmed.
4. The ground rules should be reviewed.
5. Take a look at the parking signs.
6. Introduce yourself if you need to.

Can people join Webex meetings without the host?

It is possible for attendees to join a meeting without the host being present when the option ‘Join before Host’ is enabled. There are several unintended consequences that may occur as a result of enabling this setting, including the misuse of teleconferencing minutes. You will only be able to use this setting if you are on a standard Webex site. There are no exceptions to this rule when it comes to Common Identity (CI) sites.

How do I host a Webex meeting in Outlook?

Microsoft Outlook has an option called Schedule Meetings > Schedule Personal Room Meetings, which can be accessed from the Home ribbon of the program. If you want to invite anyone to the meeting, just click To and choose who you want to invite. When you click Send, you will be prompted to add a location. The meeting invitations will now be sent to the people who have been invited by selecting Send.

All images and contents credit goes to help.webex.com