Webex Meetings: Getting Started

Here's everything you need to know in one place for Webex Meetings. All UW-Madison faculty, staff and students are eligible to host and join Webex meetings. Anyone with an email address can be invited to your Webex Meetings

At a Glance Handout : Getting Started, Join, Start, Share

Webex Meetings makes hosting an online meeting easy. You can schedule a meeting in advance or start one right away. When it's time to meet, you can present and collaborate with your team as if you're in the same room.

Getting started entry panel

Schedule a Meeting

Use the Outlook Desktop application on your Mac or Windows machine to schedule a Webex Meeting.

Start a Meeting

At the scheduled meeting time, you can start a meeting in several ways:

1. Email invitation in inbox or sent box (if you are the host).

2. Outlook calendar, find the meeting date and time and open meeting. Click the green Start or Join button.

3. Webex Meetings Desktop application -  A Reminder will appear before the meeting time with a Start or Join button. This usually appears in bottom right corner of your desktop.

Webex start meeting reminder

4. Go to your Webex Meetings desktop application starting window and find the meeting listed and click Start/Join next to the schedule meeting.

Start meeting through Webex app

Connect Audio

When you join a meeting, the Audio and Video Connection dialog box appears. You can connect using your phone, computer, or a video device. If you choose not to connect to audio at the start, you can hover over the Meeting Navigation Controls and select the leftmost icon labeled "Connect Audio and Video" to set this up again.

Troubleshooting Audio

Start Your Video

When you join a meeting, the Audio and Video Connection dialog box appears. If you don't choose a video connection at the start of your meeting, you can select the leftmost icon from the Navigation Controls labeled "Connect audio and video" to go back to the Audio and Video Connection dialog box.

During a meeting, you can stop and start your video connection at any time. From the meeting navigation controls, you can select the camera icon to stop my video and start my video to turn your video on or off.

Start video

Share Content

To share content during a meeting, from the meeting control panel, select Share content.

Share content


If you select Screen you will share your entire desktop. If you select an application you have open like Firefox, then you are sharing only the application Firefox and they will not see your desktop and will see a grey privacy screen instead. If you want to switch between different applications seamlessly without worry of privacy, select to share your Screen. If you have dual monitors it will present you with two screens instead of just the single monitor you see below. Select the monitor you want to share.

When sharing content, you have the ability to "Optimize for text and images" or "Optimize for video and motion".  Choose the best option for the content being shared.

Note - When sharing content optimized for video and motion, you can share your computer audio so the attendees in your Webex Meeting can hear the video audio being played.

Select what to share

Record a Meeting

Your meetings are important. If your whole team can't be there, or if you want to remember what was said, record your meeting to share later. The recording includes the audio, video, transcription and presentation.

While in your Meeting, select Recorder and Record to record right away. You and your participants see a red icon at the top right of your window and an audible message will be played when recording is in process. Recordings can be paused and stopped at any time.

Details for Recording a meeting

Details for turning transcription off


Check out other resources from Cisco- Getting Started with Webex Meetings



This is a Cisco product- for more information see https://cisco.com/go/webex