Pima County Cisco Webex Getting Started Guide

Contents Intro........................................................................................................................................................... 1

Setting Up a Cisco Webex Account ........................................................................................................... 2

Scheduling Meetings ................................................................................................................................. 4

Meeting Preferences ................................................................................................................................. 5

Joining Meetings ....................................................................................................................................... 5

Additional Resources ................................................................................................................................ 7

Intro Welcome to Pima County’s Cisco Webex virtual meeting service. This tool provides an alternative to

Skype for users to meet online and share or present information in addition to conducting conference

calls.

The focus of this Guide is for the Pima County employees who will be scheduling meetings such as

supervisors and managers. If you need to schedule a meeting and don’t have an account, you can call

the Network Operations Center at 520-724-8471 or submit a footprints ticket at https://support.pima.gov/

to have an account setup.

There are many meeting features that are not supported in the web app using Internet Explorer (IE) so it

is recommended to use Chrome or Microsoft Edge.

If you’re using Chrome or the new

Chromium Edge browser – you may

need to install a webex.exe plugin

when you go to start a meeting.

To install it, simply click on the plugin and it will automatically

install.

This Getting Started Guide covers:

Setting Up a Cisco Webex Account

Scheduling Meetings

Joining Meetings

Meeting Preferences

Additional Resources

Setting Up a Cisco Webex Account

In order to have the ability to schedule meetings or have the ability to have access to meeting controls

within a meeting, you will need a Cisco Webex account.

Follow these steps to set up your Webex account.

1. You will receive an email you have been invited to join

Cisco Webex.

How do I know it’s a real invitation? The email address will be

from webex_comm@webex.com

2. Click on the blue Activate button in the email and it will

redirect you to a website to create a new password.

3. Note https://pimacounty.webex.com is the web address for

your meeting room.

Save this web address as a Favorite in your web browser.

4. Follow the Password Requirements to

create a new password, noting the special

characters required.

a. Enter a new password under the Create

a new password field

b. Re-enter the password in the Confirm

new password field

c. Click on the button Save & Sign In

5. You will be directed to an initial Cisco Webex web page with multiple options. For now, only the

web app version is enabled for you to set up and manage meetings.

Click on the Sign in button in the upper right hand corner.

6. When prompted, enter your Pima County email address.

Click on the blue Next button, and then enter your password based on

the credentials you created in step 4.

Your personal Webex session will open in your web browser.

Scheduling Meetings

After signing in to your Webex session, you will be directed to your Personal Room

All the meeting features have been left to default except:

The ability to upload attachments within a Webex

session has been disabled

The ability to record meetings has been disabled

7. To schedule a meeting for a future date/time, click on the Schedule button

8. Fill in the meeting details and add the email addresses of your participants so they will be invited.

Meeting Preferences

The following is a list of best practices for scheduling a meeting:

Enter a meeting topic. This is required to proceed.

Select a date and time for the meeting to start.

Click start or schedule at the bottom of the page. Click + sign in upper right to add to calendar.

Use Outlook to forward the email or calendar invite to those you would like in the meeting.

Some other scheduling features:

You can add alternate hosts and let anyone with a host account on the WebEx site host the

meeting.

Someone with a host account on the WebEx site can schedule a meeting on your behalf. You are

the only host who can start the meeting.

Each meeting has a unique meeting URL that users click to join.

Joining Meetings

1. If you are the Host (Organizer) of the meeting,

login to Webex and find the meeting. Click on the Start

Meeting button

Be sure that the Use web app option is checked

2. If this is your first time joining a Webex meeting,

you must select Allow to enable the Webex features associated to your computer’s microphone

and camera to function.

3. For attendees/users, click to open the meeting invitation

and click on the Join meeting button to be redirected to

the meeting.

4. If an attendee does not have

Webex, or is unable to

successfully launch the Webex

web app from their system, they

can call the listed phone number in

the invitation email and enter the

access code to join.

5. If this is your first time joining a Webex meeting, you must select Allow to enable the Webex

features associated to your computer’s microphone and camera to function.

Additional Resources

For additional information on using WebEx, such as scheduling, joining, hosting meetings etc. please visit

the following sites for tips and information on getting started:

https://www.webex.com/webexremoteessentials.html#webex-meetings

Use Webex with any connection type

Getting Started Tutorial by Cisco Webex

https://www.webex.com/business-continuity/business-continuity-end-user.html