Creating a WebEx meeting is one of the easiest ways to connect with your team, classmates, or friends, whether you're working remotely, studying online, or just staying in touch. If you're wondering how to start a WebEx meeting, how to make a WebEx call, or need a quick start WebEx meeting guide, this walkthrough is for you.
We’ll show you how to set up a meeting in just a few steps using the WebEx app, from choosing your meeting type and meeting time, to sending out the meeting invite, including the meeting id for easier access . Whether it’s a one-time session or part of your regular WebEx meeting creation, you’ll also learn how to customize your meeting settings for better control. By the end, you’ll know exactly how to create and run your meetings with confidence, without missing a beat.
What You Need Before Creating a WebEx Meeting
Before you dive into your WebEx meeting setup, including any scheduled meetings there are a few things you’ll need to have in place to ensure a smooth experience.
- A WebEx account: You can either get a free account on the WebEx site or use the one provided by your workplace or school. Free plans are great for basic online meetings, while paid plans offer advanced features like breakout sessions, alternate hosts, and additional meeting settings.
- A reliable internet connection: Since WebEx is a video conference tool, a strong connection helps ensure your meeting begins without lags or interruptions.
- A compatible device: Whether it’s your laptop, tablet, or phone, make sure your device can run the app or browser-based meetings. You’ll need access to audio connection options (like your mic or global call-in numbers) and ideally a webcam.
- Sign in first: This might sound basic, but always log into your WebEx account before you set up a WebEx meeting. It saves time and helps you locate all your scheduled sessions and meeting templates.
How to Create a WebEx Meeting in Minutes
Learning how to start a meeting is easy once you understand the layout, making the meeting easy to navigate. Whether you want to meet instantly or plan ahead, this simple start WebEx meeting guide walks you through the full meeting creation process.
Step 1: Go to the Meetings Tab
Open the WebEx app and click the Meetings tab on the left-hand side. In the center of the screen, you’ll see a calendar icon - click it, then select Schedule a Meeting.
This is where you begin to set up your meeting, whether it's a one-time call or a recurring session using meeting templates that may include shared content.
If you're looking for a quick way to connect, you can also use your personal room meeting to start immediately.
Step 2: Set the Date, Time, and Details
Fill out the meeting info: give it a name, pick the date and time, and choose your meeting settings.
- Decide on a meeting type
- Set a meeting password if needed
- Pick an audio connection type (like computer audio or call-in)
- Add an alternate host if someone else may need to lead
This is the core of the WebEx meeting setup process, and it ensures your online meeting runs smoothly.
Step 3: Send Out Invites
Once you’ve filled out the details, add the attendees’ emails, or copy and paste the meeting link into a separate calendar invite or email.
If you're planning to make a WebEx call with team members across locations, be sure to check global call-in numbers in the invite to ensure everyone can join the meeting without issues.
Click Save, and you're done! That’s how to create and start a WebEx meeting in just a few minutes.
How to schedule a meeting from the WebEx calendar
If you’re new to WebEx and wondering how to create a WebEx meeting, here’s the correct way to do it using the WebEx built-in calendar. The meeting setup process is simple once you know where to look.
1. Open the WebEx app and make sure you’re signed in.
2. On the left-hand menu, click the Meetings tab.
3. In the main area of the screen, you’ll see a calendar icon.
4. Then, click the Schedule a Meeting button.
5. Fill in the meeting topic, choose the date and time, and select your meeting type (e.g., a personal room meeting or standard meeting).
6. Add attendees, assign an alternate host if needed, and choose your audio connection type (like phone or computer audio).
7. Customize other meeting settings, such as enabling a meeting password, selecting a meeting template, or changing advanced settings.
8. When ready, click Schedule to finish your WebEx meeting creation.
Once scheduled, your meeting link will appear in your calendar invite, and you can share it with all participants. You can also manually copy the link to send via email or chat.
Whether you’re planning a quick video conference or a structured online meeting, this method ensures your WebEx meeting begins smoothly and on time.
Fixing Common WebEx Meeting Setup Problems
Running into issues during your WebEx meeting setup? You’re not alone. Whether you're trying to create a WebEx meeting or schedule your meeting, small hiccups can sometimes get in the way. Here are some common problems and how to fix them.
Can’t Find the Schedule Option?
If the schedule or schedule a meeting button is missing when you're trying to set up a WebEx meeting, try these steps:
- Check your account permissions: If you're using a work or school WebEx account, your admin might have limited your ability to schedule a meeting or assign an alternate host.
- Log out and back in: Sometimes a quick log out and sign-in refreshes your access to key features like meeting templates, the meeting invite tool, or the calendar invite function.
Invites Not Sending?
Trying to send a meeting invite, but your attendees aren’t receiving anything?
- Check your email settings: Sometimes your default mail app isn’t linked properly with WebEx or Microsoft Outlook, which can block your ability to send out calendar invites or meeting information.
- Copy the meeting link manually: As a backup, always copy and paste the meeting link and send it directly through email or chat. It ensures that all participants get the invite even if there's an issue on WebEx’s end.
You can also double-check the meeting time, date and time, and subject before resending to confirm everything looks right.
Conclusion
Creating a WebEx meeting is easier than you might think. Just head to the Meetings tab, click on schedule a meeting or start one right away, pick your date and time, add a clear meeting topic, and set up any important details like passwords or breakout sessions. Then, send out your meeting invites with the meeting link so everyone knows when and where to join.
To make your meetings even better, try using Bluedot - a handy tool that records your WebEx meetings and automatically takes notes for you. Bluedot offers agendas for meetings, as well one-on-one sales meetings. This way, you don’t have to worry about missing anything important and can focus on the conversation instead.
Whether this is your first WebEx meeting or you’re a regular user, setting up your call and using tools like Bluedot can help keep things organized and running smoothly. So why wait? Go ahead and set up your first WebEx meeting today, and see how simple online collaboration can be.
How to Create a WebEx Meeting FAQ
Do I Need a WebEx Account to Create a Meeting?
Yes, having a WebEx account is essential if you want to create a WebEx meeting, including setting a clear meeting subject, or manage your meetings effectively. With an account, you can easily access the WebEx app or website to set up WebEx meetings, customize your meeting settings. While anyone can join a WebEx meeting without an account, only account holders can schedule, host, or start meetings. If you don’t have one yet, you can quickly sign up for a free plan or use your company or school’s existing account.
Can I Create a WebEx Meeting on My Phone?
Yes, the WebEx app is designed for flexibility, so you can create a WebEx meeting right from your smartphone or tablet, utilizing the search icon for quick access . Whether you're on the move or away from your desk, you can open the app, tap to schedule a meeting, select your meeting type, set the meeting time, and invite participants. The mobile app also allows you to start instant meetings, manage meeting invites, and adjust meeting settings on the fly. This makes it super convenient to keep your team connected anytime, anywhere.
How Many People Can Join a WebEx Meeting?
The maximum number of participants in a meeting depends on your subscription plan. Most plans allow from 50 up to 1000 attendees, making WebEx suitable for everything from small team calls to large webinars. Additionally, if your meeting includes many participants, you can use useful features like breakout meetings, indicated by an arrow icon, to split the meeting into smaller groups or personal meetings for more private discussions. Knowing your plan limits helps you plan your meetings effectively.
Can I Schedule a WebEx Meeting Ahead?
Scheduling ahead is one of the key features of WebEx. You can use the app or the Webex website to schedule a meeting for any future date and time that suits you and your participants. When setting a scheduled meeting time, you can enter the meeting topic, set a meeting password for security, and select options like an alternate host, preferred audio connection type, and even the language tick for accessibility. Once everything is set, you can send the meeting invite via email or share the meeting link directly with attendees. This helps ensure your online meeting runs smoothly and everyone is prepared.
