Personal Webex Dashboard

To schedule meetings, it is best practice to use the Webex Schedule Meeting button in Outlook / Exchange.

However, there are some meeting options that are only available in the scheduling portion of

  1. Go to
  2. Click the blue Sign In button
  3. Sign in using your mahec email address and password

You now have the option to:

  • Look at your upcoming meetings by clicking Meetings
  • View your recordings by clicking Recordings
  • Change your preferences by clicking Preferences
  • Start an instant Personal Room meeting by clicking the green Start Meeting button
  • Schedule a Webex Meeting with advanced options

How to Schedule a Webex Meeting Using a Template

A scheduling template defines many of the settings for a scheduled meeting. If hosts often use the same settings for their meetings, a site administrator can save those settings in a template. When scheduling meetings, a host can select the template to avoid having to set many of the same options for each meeting.

There are two types of scheduling templates:

  • Standard scheduling templates: Available for all hosts. A Webex service includes a set of standard templates. Site administrators can also make hosts’ personal templates available as standard templates.
  • Personal scheduling templates: A template that a host sets up and that is available only for that host. A host can create a personal template from within the meeting scheduler, by using the Save As Template option. When saving a template, the host can also save the template as a standard template, by selecting Save As Standard Template. The template then appears in the list of standard templates.

  1. Sign in to
  2. Select the Meetings tab on the left
  3. Select the Schedule button in the upper right
  4. Select all the the options you will want in your template, including any Advanced Options
  5. Select Save as Template next to the Start Button

Joining a Webex Meeting for the First Time

Join from an e-mailed invitation

Select the join link in your email invitation.

Your email invitation appears in one of the following formats, depending on how the meeting host schedules your meeting.

Scheduled from Webex site:

Scheduled from Microsoft Outlook:

On the Meeting Information page, enter the required information. Select Join. You can also select the Join by browser link to join using the Cisco Webex web app.

Join from the WebEx desktop application

Below the Join a Meeting heading, you can enter a meeting number, a meeting link, a video address, or the host’s Personal Room ID and hit Enter to join.

You can find the host’s Personal Room hos tID in the Personal Room link. For example, if the Person Room link is, the hosts’s Personal Room ID is jparker.

You can also select the Join button at the top of the Cisco Webex Meetings panel when you’ve been invited to a meeting. The join button appears up to 15 minutes before a scheduled meeting, depending on your meeting notifications preferences.

You can select one of the profile pictures  in Recent Personal Rooms list to join a recently joined Personal Room. If you want to see other rooms that you have recently joined, you can select the More icon.

If you’ve already connected to a video device, you join the meeting automatically on that device when you click Join.

Related Links

Webex Recordings, Transcripts, and On-Screen Buttons

Record meetings for people who can’t attend or for those who want to refer back to what was discussed. Your recordings can either be saved to the cloud or your computer as a local recording.

The Record option is located on the control bar.

Only the host or an alternate host can record a meeting. You cannot record if the recording option is not available.

If an alternate host records the meeting, the meeting host still receives and owns the recording after the meeting ends.

Recordings in the cloud are saved in MP4 format. Recordings on your computer are saved in MP4 format.

If you record on your computer in MP4 format, the panels, such as the Chat panel, and any files that you share using Share File are not included in the recording.

Step 1: Select Record Button.

Step 2: Windows users: If you see the following dialog box, select whether you want to record in the cloud or on your computer.

This dialog box appears only if your site is enabled to record in the cloud and on your computer.

You can only record on your computer if you use the Call Using Computer option for audio. If you want to change your audio connection, see Change Your Audio Connection in Cisco Webex Meetings.

If you don’t see this dialog box, you can choose how you want to record by going to:

Webex Meetings: Meeting > Recorder Settings

Webex Events: Event > Recorder Settings

Step 3: Select Record.

Step 4: If you chose to record on your computer in Step 2, select Accept to agree to your organization’s privacy and security guidelines, select a location to save the recording, and select Save.

Step 5: Select Record, and do one of the following:

Select Pause and Resume to maintain a single recording. Select Stop to end your current recording.

If you recorded in the cloud, when the meeting or event ends, you receive an email with the recording link. Depending on file size and bandwidth, it can take up to 24 hours to receive your recording. To access your recordings on your Webex site, do the following: Go to, and select Recordings from the left navigation bar. Once the meeting ends, you will see a Generating status next to the recordings being processed.

Export the Recording Transcript 

You can easily export the recording transcripts.

Go to and Sign In

Select Recordings from the left navigation bar. Click the download arrow to download and check download transcript (.vtt).

Then click the blue download button.

The transcript is downloaded in .vtt format that can be opened with text editors. 

Share a Webex Recording 

You can send a recording link to people who weren’t able to attend a meeting, event, or training session that you hosted and recorded. Choose to send the link to a specific person in an email or generate a URL to share publicly

o to and Sign in.

Select Recordings on the left navigation bar.On the My Recorded Meetings page, you can see recordings for all the Webex meetings, events, and training sessions that you hosted and recorded.

Recording Page

Select Share  next to the name of the recording.

In the Share Recording dialog box, compose details of the email to send:Enter the email addresses, separated by commas, of each of the recipients.

Share Recording

Enter the message that you want to include. Choose who can view the recording. If you ever want to make the recording inaccessible to everyone who has access to the link, select  


to disable the link, and then select OK.To prevent unauthorized users from accessing the recording, check the Password protection check box and enter the password that recipients must enter to play the recording.

Select Save. An email that includes a link to the recording is sent to each recipient.

e-mail sample

Starting a Webex from a Touchscreen

Step-by-step guide when joining a Webex from a touchscreen.

Join by Dialing the Meeting Number

Dial the meeting number from the calendar invite.

Step 1

Open the virtual keyboard.

For example, tap Webex or Call button.

Step 2

Dial the meeting number plus a prefix, suffix, or both. If your laptop or mobile device is already connected to a video device, that device will also join the meeting.

For example:

  • If the meeting number is 987654321, you can join the meeting by dialing 987654321.

Join by Tapping the Join Button

If you have selected the room you are having the meeting in when you scheduled the meeting in Outlook,, you can use One Button to Push (OBTP).

When your room is added as a room resource, tap the Green Join Meeting button directly on the touchscreen.

If the host has not yet joined, you may be asked to enter the host PIN and press # to join the meeting. If a numeric password is required on joining, even if the host has already joined, you must always enter this password followed by # to join.

How to Mute or Unmute in Webex Meetings

You can use the mute and unmute functions to prevent unwanted noise in your meeting, event, or training session. Depending on your role, you can mute and unmute yourself, other participants, and use background noise detection to decide who to mute.

To mute or unmute yourself, click MuteMute or UnmuteUnmute.

You can also use the keyboard shortcut Ctrl + M for Windows or Command + Shift + M for Mac to mute and unmute yourself.

If you want to speak while muted, you can hold the spacebar down to temporarily unmute yourself. When you finish speaking, release the spacebar to mute yourself again. If the meeting host doesn’t allow participants to unmute themselves, you receive a notification.

If you try to speak while muted, a message appears letting you know to unmute yourself first or to raise your hand to let the host know that you want to be unmuted.

If you use your computer for audio in meetings and events, you can mute and unmute yourself using your headset controls. Your mute status appears in the meeting controls and the Participants panel. Similarly, muting and unmuting from the desktop app also affects your headset.

If the host has prevented participants from unmuting themselves in Webex meetings, you can only unmute yourself after the host sends you a request. When you get the request, click Unmute me. To keep your microphone turned off, click Stay muted.

Mute Background Noise

If the Webex Meetings app detects background noise coming from your microphone, it prompts you to mute yourself.

Detected background noise

If the application detects background noise by mistake, click Not a noise to ignore it.

If you want to turn off background noise warnings, click Disable noise detection.

Mute While Sharing

When you’re sharing, click Mute Me on the Meeting Controls Panel at the top of your screen to mute your microphone.

Mute me

You can also press *6 on your video device to mute or unmute yourself.

As Meeting Host or Cohost

If you’re the meeting host or cohost, you have options to help you moderate your meeting. You can mute individuals or everyone at once, prevent participants from unmuting themselves, and mute participants automatically when they join. Muting participants is useful when you hear background noise or when participants speak out of turn.

To mute or unmute specific people, go the Participants panel, find their name and click Mute Mute or Unmute Unmute. When you click Unmute, you send a request to the participant that asks them to unmute themselves.You can mute everyone at once or as they join your meeting.

When you mute participants in Webex Events and Webex Training, only you can unmute them. they can’t unmute themselves.To mute everyone but yourself and the presenter at once, from the Participant menu, select Mute All or Unmute All.
For Webex Meetings, when you select Mute all, you also turn on Mute on entry, so anyone who joins the meeting late is muted automatically.To mute participants automatically when they join the meeting, go to the Participants panel and click Mute on entry.
If you muted all participants but don’t want to mute new people who join, you can turn off Mute on entry at any time.

For Webex Meetings, you can choose to prevent attendees from unmuting themselves until you grant them permission to. From the Participant panel, click More options and uncheck Allow attendees to unmute themselves. When unchecked, attendees can’t unmute themselves until you allow them to.

Moderated Unmute Mode

Moderated Unmute mode allows hosts and cohosts to unmute participants directly instead of prompting users to unmute themselves. For example, a teacher may unmute a student when they call on them. Meetings in Moderated Unmute mode have an indication at the top of the meeting window to let everyone know.

You can schedule meetings with Unmoderated Mute Mode, or enable it for Personal Room meetings.

Click Unmute Unmute in the Participants panel next to name of the participant that you want to unmute.

Currently, hosts and cohosts can’t directly unmute participants who joined from a video device or from the Webex app. When you click Unmute, you send a request for the participant to unmute themselves.Participants who joined from versions of the mobile app earlier than 41.1 still receive a prompt to umute.If the host mutes a participant who joined using a SIP phone, the participant must press *6 to unmute themselves.

Create a Webex Poll Offline

Downloading the Webex Events Poll Editor

You can create a poll before your training session. Your attendees will appreciate that you did this ahead of time, because they won’t have to wait for you to create a poll during the session. To download the Webex poll questionnaire editor, on your computer, go to the Software Center. Download and install the Webex Poll Questionnaire Editor.

Assigning a Delegate to Schedule Webex Meetings for You

Assign a Delegate on the Webex Site

  1. Go to and sign in.
  2. On the left hand side of the screen select Preferences > Scheduling > Scheduling Permissions.
  3. In the Scheduling permission box, type the email address of one or more hosts you want to allow to schedule meetings on your behalf. You can select a maximum of 20 hosts.
  4. Select Save at the bottom of the Preferences page.

If Permissions Have Not Already Been Set, Set Scheduling Permission in Microsoft Outlook for Windows

  1. From Microsoft Outlook go to File > Account Settings > Delegate Access.
  2. Select Add, and find the name of the person you want to add as a meeting delegate.
  3. In the Calendar field select Editor, and then select OK.