A brief introduction of Webex

The introduction:

Using a computer desktop or mobile app, Webex is a robust video conferencing solution that allows users to connect online for video conference meetings, webinars, content sharing, and interact via polling, breakout sessions, and chat with others on the team. As a result of Webex, a more satisfying conferencing environment can be created, leading to increased productivity and productivity in meetings.

What is the host role and what are its responsibilities?

The meeting or session that you are hosting has the power to be edited, started, recorded, or ended by you as the meeting or session host. During a meeting or a session, a host can assign roles to other participants based on their roles and responsibilities. Once a meeting or session has begun, or a session has ended, the host role can be reassigned.

The following are the best practices for a secure meeting:

• If you have a password that you would like to publish on a public website, do not do so.

• Do not let anyone else know what your Audio PIN is.

• Passwords for meetings should only be provided to users who need them in order to participate.

• When you are in a meeting, you should never share sensitive information until you are certain who is in attendance.

From the meeting information page, hosts are able to perform the following tasks:

• Share screen

• Record

• Start polling

• Create/edit polls

• Start/manage breakout rooms

• End a meeting

In order to use host controls, the following prerequisites must be met:

• Host permission in the meeting

• Webex desktop client for macOS, PC, Chrome OS, or Linux

• Webex mobile app for iOS or Android

• Webex web client

Resources for Host in Webex Meeting

• Schedule | Webex Meeting

• Schedule | Personal Conference or Audio Only Webex Meeting

• Schedule | Webex webinars

• Schedule | Closed Caption Meetings?

• Schedule | Meeting in Microsoft Outlook for Mac

• Schedule | Meeting in Microsoft Outlook for Windows

• Schedule | Meeting in Microsoft Outlook Using the Webex Meetings Desktop App

• Schedule | Cisco Webex Scheduler for Microsoft Outlook

• Schedule | How the Schedule on Behalf Feature Works for Cisco Webex Meetings and Training

• Schedule | Allow someone to schedule Webex Meetings on your behalf in Microsoft Outlook

• Set your Webex Meetings | Scheduling preferences

• Webex App | Schedule a meeting using @webex or @meet

• Webex App | Schedule a Meeting from the Meetings Calendar

• Webex App | Schedule a Meeting from a Space

• Webex App | Cancel a Meeting

• Webex App | Unable to share or download files

• Webex Meetings | Schedule, Edit, Cancel, or Start an Event in Webex Events (Classic)

• Webex Meetings | Schedule and join meetings with Webex Scheduler for Microsoft Outlook

• Webex Meetings | Preassign participants to breakout sessions

• Webex Meetings | Create breakout sessions

• Webex Meetings | End All Breakout Sessions

• Webex Meetings | Add, rename, or delete a breakout session

• Webex Meetings | Broadcast a message to breakout sessions

• Webex Meetings | Move or exchange attendees in breakout sessions

• Webex Meetings | Respond to requests for help in breakout sessions

• Webex Meetings | Breakout sessions

• Webex Meetings | Start a Webex Meeting

• Webex Meetings | Get started with Webex Meetings for hosts

• Webex Meetings | Schedule and Join Meetings with Cisco Webex for Google Workspace

• Webex Meetings | Schedule, Start and Join Cisco Webex Meetings in Slack

• Webex Meetings | Join or leave a breakout session

• Webex Meetings | Connect to Webex Meetings from a mobile device – iOS & Android

• Webex Meetings | How to set up a camera? Camera settings?

• Webex Meetings | Switch Your Speaker, Microphone, or Camera in a Cisco Webex Meeting or Cisco Webex Event (Slow Channel)

• Webex Meetings | Select advanced video settings for Webex Meetings – Windows & Mac

• Webex Meetings | How Do I Save Meeting Chat Messages?

• Webex Meetings | Show or hide automated closed captions during a Webex meeting or webinar

• Webex Meetings | How Do I Send a Chat Message?

• Webex Training | Set Up Breakout Sessions When You Schedule a Cisco Webex Training Session

• Webex Training | Present a Breakout Session in Cisco Webex Training

• Webex Training | Manage Breakout Sessions in Cisco Webex Training

• Webex Event | How Do I Disable the Chat Panel in Webex Events (Classic)?

• Host Key | Find the host key for a scheduled Webex Meeting

• Recording | Unable to record the session on the computer

• Recording | Unable to edit the webEx recording

• Recording | Select the screen layout for recordings in Webex meetings, webinars, and events

• Recording | Find your Webex recordings

• Recording | How Do I Retrieve the Chat Logs from a Network-Based Recording?

• Webex Events & Meetings | Switch to Classic Screen Sharing in Cisco Webex Meetings or Cisco Webex Events (Windows 10)

• Webex Events & Meetings | Share Motion and Video Content in Webex Meetings and Webex Events (Slow Channel)

• Webex Assistant and Closed Captions | Compare Webex Assistant and automated closed captions

What is a Cohost in Webex Meeting?

There is a distinction between the Cohost role and the host role in that it provides a similar set of privileges. It has been found that cohosts can make meetings more productive. The cohost can take over control of a meeting from the host if the host has to run late or is unable to attend. The co-host can also help the host with the management of the meeting, which can be helpful for events where there are many attendees.

For more information, please see the resources listed below:

• Host and Cohost | Host and Cohost Roles and Privileges on Webex Rooms

• Host and Cohost | Assign cohosts in Webex Meetings and Webex Webinars

Cohost privileges

From the meeting information page, cohosts can carry out the following tasks:

• The meeting should be started and hosted by the host

• Mute or unmute some or all participants

• It is advisable to permit attendees to unmute themselves after the host or cohost mutes them, or prevent them from doing so

• Multimedia files can be shared with others

• Move attendees to and from the lobby

• Expel attendees

• As soon as a cohost assumes the role of host, the recording can begin

In order to use host or co-host controls, the following prerequisites must be met

• It is possible for the host to set up co-host permissions in the meeting (if the host has set them up)

• Desktop clients for Webex are available for macOS, PC, Chrome OS, and Linux

• Apps for iPhone and Android that support Webex

• Client for the Webex service

resources for Cohost

Presenter:  What is a Presenter?

During a meeting, the presenter is responsible for giving presentations and whiteboards, as well as documents, applications, and documents during the meeting.
During Webex meetings and training sessions, the host can designate attendees as presenters by designating them as the presenters.

resources for Presenter in Webex Meeting

• Webex App | Unable to share or download files

• Webex Meetings | Switch to Classic Screen Sharing in Cisco Webex Meetings or Cisco Webex Events (Windows 10)

• Webex Meetings | Share Motion and Video Content in Webex Meetings and Webex Events (Slow Channel)

• Webex Meetings | How Do I Save Meeting Chat Messages?

Note Taker:

During a meeting, note takers can publish their notes on their blogs or send out a transcript of the recording to all participants via email. You can right-click a participant in the Participants panel, and then select Change Role To > Note Taker from the menu that appears. The name of the participant is indicated by a pencil indicator to the right of it.

• Webex Meetings | Manage notes, meeting minutes, and closed captions in Webex Meetings and Webex Webinars

Closed Caption:
It is the responsibility of this person to publish captions during the meeting and to send a transcript containing the captions to all attendees so they can hear them during the meeting.

• Webex Meetings | Manage notes, meeting minutes, and closed captions in Webex Meetings and Webex Webinars

Attendee Role:
Attendees are individuals who attend a live meeting, workshop, or webinar as a member of the audience.
When you are an attendee of a webinar, you will be able to raise your hand virtually, ask questions in the Q&A section, and send other attendees messages.

 

Resources for Attendee in Webex Meeting

• Webex Training | Attend a Breakout Session in Cisco Webex Training

• Webex Meetings | Join a Webex Meeting

• Webex Meetings | Ask for help during a breakout session

• Webex Meetings | Schedule and Join Meetings with Cisco Webex for Google Workspace

• Webex Meetings | Schedule, Start and Join Cisco Webex Meetings in Slack

• Webex Meetings | Join or leave a breakout session

• Webex Meetings | Connect to Webex Meetings from a mobile device – iOS & Android

• Webex Meetings | How to set up a camera? Camera settings?

• Webex Meetings | Switch Your Speaker, Microphone, or Camera in a Cisco Webex Meeting or Cisco Webex Event (Slow Channel)

• Webex Meetings | Select advanced video settings for Webex Meetings – Windows & Mac

• Webex Meetings | How Do I Send a Chat Message?

Site Administration: What is site administration?
In the Webex Meetings Suite, there is only an administrative portal known as Site Administration. The scenario may be that your organization decides that it wants to offer more products, which may include the Webex App or Webex Calling. This would mean that you would have to manage the Webex Meetings product in Site Administration while still managing the other products in Control Hub.

Administration | Differences between Site Administration and Control Hub managed Webex sites

Site Administrator: What is a site administrator?

You will need a Site Administrator to set up your Webex site and to manage it once it has been created. It is possible for the site administrator to assist you in setting up and managing your account settings, as they will be able to help you with this.
Your responsibility as the full administrator of your company includes the ability to assign a wide range of administrative roles to your employees. It is possible to streamline and share the management responsibilities within an organization.

• As a Webex Free user, you will not have access to a Webex site administrator if you are on this plan. You can open a case for help.

Site Administration | Webex best practices for secure meetings

Troubleshooting Resources in Webex Meeting

Join or start a meeting

• Webex Meetings | Error: ‘http 1.1 Service Unavailable’

• Webex Meetings | Error: ‘Failed to get correct parameters while downloading the meeting component. Contact Technical Support for assistance.’

• Webex Meetings | Hung at ‘We are setting up your meeting’ when Trying to Start / Join a Meeting

• Webex Meetings | Hanging at ‘One Moment Please’

• Webex Meetings | Join Webex Meeting Link is Missing from Meeting Invitations on Android Devices

• Webex Meetings | Unable to start personal room meeting

• Webex Meetings | Invalid Host Key Unable to Reclaim the Host Role

• Webex Meetings | My Personal Room Meeting is Automatically Getting Locked After X Minutes

• Webex Meetings | Hung at ‘Starting Webex’ when Starting or Joining a Webex Meeting

• Webex Meetings | Mac Users are Prompted to Install Extensions when Starting or Joining an Event using the Safari Browser

• Webex Meetings | Unable to Launch the Webex Meeting from WeChat, Slack, Skype, and Webex App on iOS

• Webex Meetings | Attendees are Unable to Join Before Host on a Reoccurring Meeting

• Webex Meetings | The First Attendee Who Joined the Meeting Waits in the Lobby, Couldn’t Start the Meeting as a Cohost

• Webex Meetings | Unable to Start or Join a Meeting, The Meeting Client Hangs at 10%, 86%, or 99%

• Webex Meetings |​​​​​​​ Unable to Join Webex Meetings the Page Keeps Loading and Does Not Connect

• Webex Meetings |​​​​​​​ The Host Key is Missing from the Email Invitation for my Webex Meetings

• Webex Meetings |​​​​​​​ Error: ‘Microsoft Visual C++ Runtime Library Runtime Error’ when Joining a Meeting

• Webex Meetings |​​​​​​​ Error: ‘Meeting has Been Cancelled’ when Clicking on Email Link to Join

• Webex Meetings |​​​​​​​ Error 6 when Starting or Joining a Cisco Webex Meeting

• Webex Meetings |​​​​​​​ Cisco Webex Add-On Required when Starting or Joining a Meeting on a Mac

• Webex Meetings |​​​​​​​ I’m Stuck at a “Cisco Webex Add-On Required” Message When I Try to Join from My Mac

• Webex Meetings |​​​​​​​ ‘Sorry, we missed you’ Emails were Received by Participants who Attended the Event

• Webex Meetings |​​​​​​​ Attendee is Prompted for CAPTCHA While Joining the Meeting

• Webex Meetings |​​​​​​​ The Session Password is not Displayed on the Session Information Page when I Click the Join Link

• Webex Meetings |​​​​​​​ Join Meeting Link is Missing from Email Invitation for Webex Meetings

• Webex Meetings |​​​​​​​ Prompted for Username and Password when Joining a Webex Meeting

• Webex Meetings |​​​​​​​ Attendee is Unable to Join Meeting on Mac; Browser Hangs at One Moment Please

• Webex Meetings |​​​​​​​ My Name and Email Address are not Saved on the Join Meeting Page

• Webex Meetings |​​​​​​​ Browser Failure when Starting or Joining a Meeting

• Webex Meetings |​​​​​​​ Unable to Start or Join Cisco Webex Meetings on a Mac – Stuck on Connecting

• Webex Training | Unable to Join More than One Webex Training Session on My Mac

• Webex Devices | How Do I Ensure My Video Endpoints are Tuned for the Best Experience Possible?

• Webex Session |​​​​​​​ Meeting Manager Displays a Not Responding Message or Crashes after Joining a Webex Session

• Site Administration | Error: ‘Your account information is invalid, or you have cancelled the login. Please try again or contact your site administrator.’

• Site Administration | Unable to Schedule Meetings after Upgrading to a Paid Plan

Issues that arise during Webex meeting

The following are resources related to issues that arise in meetings:

Video in Webex Meeting

Video Issues:

• Webex Meetings | How Do I Troubleshoot Latency for Residential Users?

• Webex Meetings | Latency Troubleshooting Best Practices

• Webex Meetings | Unable to see the participant video

• Webex Meetings | Error: ‘We can’t connect to your webcam

• Webex Meetings | The Advanced Camera Settings are Missing after Upgrading to Cisco Webex Meetings Suite (WBS) 39.8

• Webex App | The Video is On and Greyed Out in Meeting Scheduler

• Webex App | Video and Audio are Choppy in the Cisco Webex App

• Webex Session | Virtual Camera Driver Stopped Working After a Site Upgrade

• Webex Session | My Webcam does not Work in a Webex Session

Audio in Webex Meeting

Audio Issues

• Webex Audio | Webex Audio Troubleshooting

Share in Webex Meeting

Sharing Issues

• Webex Meetings | The Laser Pointer is Disabled While Sharing a Whiteboard in a Cisco Webex Meetings

• Webex Meetings | Optimize for Motion and Video Option is Missing

• Webex Meetings | Broken Screen When Attendee is Sharing Desktop

• Webex Meetings | Error: ‘We could not share this file because this file type is not supported for file sharing’ when Sharing. PDF

• Webex Meetings | Error: ‘There is no content to view at the moment, either because no content is being shared or because an unsupported media object is being shared’ Throughout the Recording

• Webex Meetings | Landscape PDF Document is Shared in Portrait View Using Presentation or Document Sharing

• Webex Meetings | Blank White Screen when Application or Desktop Sharing

• Webex Meetings | Cross Waffle Patterns While Sharing Application or Desktop on Windows 8 or 10

• Webex Meetings | Error: ‘We could not share this file because this file type is not supported for file sharing’ when Sharing a . SWF File in a Meeting

• Webex Meetings | Screen Sharing Option is Greyed Out in Webex Meetings on Mac

• Webex Event | Is Optimizing for Motion and Video available for Webex Events (Classic)?

• Webex Event | Share Menu and Share Content Options are Not Visible to Attendees in Webex Events

Chat in Webex Meeting

Chat Issues

• Webex Meetings | Where do the Chats within a Meeting get Saved on the Hard Drive?

• Webex Meetings | Does Private Chat Get Recorded in a Network-Based Recording?

Break Out Session in Webex Meeting

Break Out Sessions

• Webex Meetings | Break Out Sessions

Streaming in Webex Meeting

Streaming Issues

• Webex Streaming | Other Streaming Services Button in Live Stream Options does not Work

Problems with recording in Webex Meeting

• Webex Meetings | The Option ‘Display this URL at the end of playback’ is Grayed-Out When Adding a Recording and CMR Hybrid Meeting Recordings

• Webex Meetings | Record and Playback Help

• Webex Meetings | Playback Control Section is Missing from the Network-Based Recording Properties Page

• Webex Meetings | A Green Bar is Displayed at the Bottom of a Converted Recording

• Webex Device | TelePresence Video is not Captured in Meeting Center Video Conferencing

• Webex Recording | Prompted to Enter URL, Account Name, and Password when Converting an NBR to .MP4 Format

• Webex Recording | WRF2WMV Converter

• Webex Recording | Video-Centric Recording Player Platform and OS Support

• Webex Recording | Error: ‘There is no storage space available on your Webex server’ when Starting a Network-Based Recording

• Webex Recording | Error: ‘Can’t record the meeting’ when Attempting to Record a Webex Call or Meeting

• Webex Recording | The Local Recorder (.WRF) is not Recording Computer Audio.

• Webex Recording | Error: ‘Unknown file format. You may update your Network Recording Player and try again.’

• Webex Recording | Error: ‘Cannot connect to the recording service.’ when Recording a Meeting with Partner Audio

• Webex Recording | No Sound when Playing Back a Network-Based Recording (NBR)

• Webex Recording | Error: ‘General Error Occurred in File Operation’ When Trying to Playback Network-Based Recordings (NBR) File

• Webex Recording | NBR Recording Freezes/Hangs at Buffering During Playback

• Webex Recording | Error: ‘URL is Invalid.’ when Playing a Recording

• Webex Recording | Error: ‘Your email address is associated with another WebEx account’ While Sharing a Recording

• Webex Recording | Unable to Download a Recording from the My Recorded Meetings Page

• Webex Recording | How Do I Troubleshoot Webex Meeting Recording (.WRF) Corrupted File Issue?

• Site Administration | Error: ‘You have no recording storage allocation. Contact your site administrator to increase the storage allocation.’

• Site Administration | Recording Storage Options are Greyed Out on the Site Admin Page

• Site Administration | The Re-assign NBR Recordings Option is Greyed Out in Site Administration

• Site Administration | Error: ‘Your Webex Site Administrator has turned on automatic recording for this meeting’ when Starting a Meeting from a Mobile Device

Problems with scheduling in Webex Meeting

• Webex Meetings | How Do I Troubleshoot Schedule on Behalf of Issues?

• Webex Meetings | Error: ‘Illegal characters are not allowed in form fields.’ when Trying to Upgrade a Cisco Webex Meetings with Webex Teams Account

• Webex Meetings | Cannot Schedule Integrated Meeting’ with Webex and TelePresence

• Webex Meetings | Attendees are not Receiving Email Notifications after Registering

• Webex Meetings | Email ‘(Forward to others) Join Webex meeting in progress’ is Not Received by the Host

• Webex Site Administrator | Email Invite Does Not Contain the iCalendar Link (Site Administrator)

• Webex Site Administrator | Error: “The URL’s domain has been blocked. Contact your site administrator for more details.”

Issues related to the device in Webex Meeting

• Webex Meetings | What are the Troubleshooting Scenarios for a Short Video Address Format for Webex Meetings?

• Webex Meetings | Connect to Video Systems is Grayed Out While Joining a Meeting.

• Webex Meetings | The Numeric Meeting Password to Join from a Video Device is Missing from Email Invitations for Webex Meetings Video Conferencing Meetings (Site Administrator)

• Webex Devices | Webex Returns a ‘SIP 599 Incoming call denied’ Response when Attempting to Join a Meeting From a Video System

• Webex Devices | My Video Calls to Video Device-Enabled Meetings are Dropping After 15 Minutes (or After any Specific Time)

• Webex Devices | Get Audio-Only or 360p video quality in Cisco Webex Video Platform Joined from a Polycom Endpoint

• Webex Devices | Presentation Sharing from Video Endpoints in Cisco Webex Video Platform (V1, V2) (formerly CMR) Meetings Using 720p is only at 5 FPS

Reports related to the issue in Webex Meeting

• Webex Activity Report | The Q&A Information is Missing in the In-Event Activity Report

Capturing logs in Webex

• Webex Logs | How Do I Generate a HAR File for Troubleshooting Browser Issues

Frequently Asked Questions

 

Why Webex is not working in laptop?

This is a common problem that can be caused by a number of different factors, such as an outdated webcam driver, another application that is eating up the webcam, or some other external reason. The majority of Webex issues can be resolved by simply restarting the application; however, sometimes that is not enough in order to resolve the issue.

Why is my Webex stuck on connecting?

If you are unable to join for several reasons, such as not having TLS 1.2 enabled, then the joining process may get hung. pop-up blockers. A different browser tab already has you in the meeting.

Why are my meetings not showing up in Webex?

If the meeting you are starting or joining is unlisted, you will not be able to see it on the public calendar of the Webex site if you are starting or joining an unlisted meeting. A meeting that is not listed on the calendar can be viewed in detail by the attendees by opening their email invitations or calendar confirmations. In order to join your meeting, you will need to click on the link in the email that was sent to you.

How do I clear my Webex cache?

Under the Processes tab, right-click on Webex, then select End Task.

1. If you right-click on the Windows (Start) button, you will be given the option to run the program. In the Open text box, enter %USERPROFILE%\AppData\Local\CiscoSpark.
2. The file CiscoSpark should be deleted along with all the data it contains.

How do I update Webex on my laptop?

The Cisco Webex Meetings desktop application can be updated by clicking the Update button in the top right corner. The gear icon can also be selected as an alternative. Select the Check for Updates option from the drop-down list. Follow the installation prompts

Does Webex support Windows 11?

You should keep in mind that the app is not compatible with pre-release or early release programs, such as Apple Beta Software, the Microsoft Insider Program, Google Android Beta, or any other similar programs, so we don’t recommend using the app with these programs. The following PC models are supported by Windows – Windows 7, 8, 8.1, 10, and 11 (classic view only). Ensure that you have the most up-to-date drivers installed

How do I improve my Webex connection?

1. There is an historic number of employees who are voluntarily transitioning to remote work due to the circumstances resulting from COVID-19 (coronavirus disease).
2. Reduce the amount of movement and distractions during the meeting.
3. The workstation should be hardwired.
4. The call will now be in audio format.
5. You need to turn off your VPN.
6. Close any applications that are running in the background.
7. Schedule a shift that works for you!

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