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Welcome to Webex by Cisco

Welcome to Bluecube’s ‘Getting Started’ Guide to Webex. This guide is designed to give an overview of how to perform all the common operations of making, taking and handling calls through Webex by Cisco.

If you have any questions about using Webex that aren’t answered in this document, please contact Bluecube support by emailing support@bluecubecloud.com or calling us on 0330 002 1220.

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First Time Sign-In (Desktop)

Here’s a quick guide to signing in to the Webex app on Windows for the first time. You can find additional guides and troubleshooting on the Support section of the Bluecube website.

  1. Download and open the Webex app. The Webex app is available on Windows or macOS, although this guide specifically covers Windows. You can download the app using the link – Windows
  2. Tap ‘Sign in’.
  3. Enter the username and password provided by Bluecube – the username is normally your work email address, and the password may be one used previously for other systems. If you haven’t used an app provided by Bluecube before then a new one will have been provided when Bluecube set-up your Webex account.
  4. If asked to allow the app through your firewall allow this, or ask your IT company to.
  5. Once you have logged in, you will be able to access all of the features of Webex assigned to your user profile. These may include Calling, Messaging, Contacts, and Meetings.

By clicking on your icon in the top left-hand corner, you’ll see a menu with different options to manage the app. Selecting ‘Edit profile’ will let you see your telephone number, and be able to edit your details as well as add a photo or avatar.

Select ‘Settings’, and the setting menu appears. From here you can see and amend the settings for all of the features on the app, divided up into different sections such as Calling, Audio, etc. Selecting ‘Sign Out’ will mean the next time you log in you’ll need your email address or username and password. It might be best to select ‘Exit’ if you wish to switch off the app, as then you won’t have to sign back in next time you open it.

First Time Sign-In (Mobile)

Here’s a quick guide to signing in to the Webex app on iOS or Android for the first time. You can find additional guides and troubleshooting on the Support section of the Bluecube website.

  1. Download and open the Webex app. The Webex app is available on Android and iOS devices. You can download the app from the Google Play Store or the Apple App Store using the links iOS and Android
  2. Tap ‘Sign in’.
  3. Enter the username and password provided by Bluecube – the username is normally your work email address, and the password may be one used previously for other systems.
  4. If you are logging in for the first time, you may be asked to allow permissions for the app to access your microphone, send you notifications, etc. Please allow these if prompted for the app to function properly.
  5. Once you have logged in, you will be able to access all of the features of Webex assigned to your user. These may include Calling, Messaging, Contacts, and Meetings.

By clicking on your icon in the top left-hand corner, you’ll see a menu with different options to manage the app. Selecting ‘Profile’ will let you see your telephone number, and be able to edit your details as well as add a photo or avatar.

Select ‘Settings’, and the setting menu appears. From here you can see and amend the settings for all of the features on the app, divided up into different sections such as Calling, Audio, etc. Selecting ‘Sign Out’ will mean the next time you log in you’ll need your email address or username and password.

Making your first call (Desktop)

Here’s a quick guide to making your first call using Webex on either your desktop or laptop. We’ll also cover muting a call, placing a call on hold, transfering the call, and start or stopping call recording.

Making a call

On the left of the Webex app you’ll find a series of icons running down the left hand side – these will vary depending on which Webex licence you’re assigned.

  1. Click on the phone icon – this will show both a list of recent made/received/missed calls, as well as a dialpad.
  2. Using the dial pad enter the number you want to call, or type in the search box above the dialpad to search through any contacts in your personal directory, or corporate directory.
  3. Once you’ve dialled the number, press the green telephone icon to start the call, or the green video icon to start the call as a video call instead (depending on the person you’re calling using a device with a camera enabled). If you’re calling a contact from the search box, just click the green phone or video icon next to their name after finding them.
  4. On the call you’ll have various icons along the bottom of the screen, most of which we’ll cover separately below. If you need to pull up the dialpad to enter digits while on the call, use the keypad button on the bottom of the screen – to end the call, use the red cancel button.

Additional Call Controls

Once you’re on a Webex call there are various other actions you can perform – from muting your audio, to transferring the call or putting the call on hold etc. We’ve broken these different actions down below for you.

  • To mute or unmute use the mute or unmute button at the bottom of the call screen. You can also click the arrow on the right side of this button to check with speak and microphone Webex is using, as well as quickly access your audio settings, and enable or disable noise cancellation.
  • You can use the start/stop video button to turn the call from an audio call in to a video call, and vice versa. Similarly to the mute button, the arrow on the left hand side lets you see which camera Webex is (or would) use for video, as well as quickly jump in to your video settings.
  • By pressing the three dots to the left of the end call button you can bring up some additional call controls. Hold will put the call on hold, and while on hold you will have options to resume the call or transfer the call. 
  • When selecting transfer (either from the hold screen, or the three dots menu) you’ll have the option to either search for a contact or colleague, or type in the number you want to transfer to manually. Once entered, you can either choose to “transfer now” or “consult first”. Transfer now will put the call straight through, whereas consult first will let you first speak to the number or colleague you’re transferring to, before completing the transfer. This is useful if you want to check with a colleague that they’re available to take the call, or that it’s a call they want to take.
  • Finally, the record button at the bottom of the screen lets you pause or resume the call recording – just click record, and then choose to pause the call recording. You can then resume the call recording from the same button. This is useful if someone on the call is sharing information you may not want recording, such as a credit card number, or other personal information.

Making your first call (Mobile)

Here’s a quick guide to making your first call using Webex on your mobile. We’ll also cover muting a call, placing a call on hold, transfering the call, and starting or stopping call recording.

Making a call

Along the bottom of the Webex app you’ll have a few different options such as Calling, Messages, Contacts, etc – these will vary depending on which Webex licence you’re assigned.

  1. Tap on the Calling tab at the bottom of the screen. This will show your most recent received, missed, or made calls.
  2. At the bottom right you’ll see a phone icon – tapping on this will give you two options, pull call or dial pad. Tap on the dial pad to bring up the dial pad, where you can then type in the number you want to call.
  3. You can also use the search bar at the top or bottom of the app (depending on if you’re using Android or iOS) to search for colleagues or contacts either in your local or corporate contacts. Once you’ve found the correct contact, you can start a call using the phone icon next to their name.
  4. On the call you’ll have various icons on the screen, most of which we’ll cover separately below. If you need to pull up the dialpad to enter digits while on the call, use the keypad button in the middle of the screen – to end the call, use the red cancel button.

Additional Call Controls

Once you’re on a Webex call there are various other actions you can perform – from muting your audio, to transferring the call or putting the call on hold etc. We’ve broken these different actions down below for you.

  • To mute or unmute use the mute or unmute button in the middle of the call screen. Next to this there’s also a button to put the call on, or take it off, speaker phone.
  • You can use the switch to video call button to turn the call from an audio call in to a video call. The camera button at the bottom of the screen will end the video call, reverting it back to an audio call.
  • The hold button will place the call on hold, playing hold music if your business has it in place. You can easily resume the call from this screen by pressing resume.
  • By pressing the three dots labelled as “more” on the main call screen you can bring up some additional call controls – transfer and pause [call] recording.
  • When selecting ‘transfer’ you’ll have the option to either search for a contact or colleague, or type in the number you want to transfer to manually by pressing the keypad next to the search box. Once entered, you can either choose to “transfer now” or “consult first”. Transfer now will put the call straight through, whereas consult first will let you first speak to the number or colleague you’re transferring to, before completing the transfer. This is useful if you want to check with a colleague that they’re available to take the call, or that it’s a call they want to take.
  • The pause recording option lets you pause or resume the call recording. Once paused you can then resume the call recording from the same button. This is useful if someone on the call is sharing information you may not want recording, such as a credit card number, or other personal information.

If you have any questions while following any of the above steps, please get in touch with the Bluecube Support Team by raising a support ticket through our website, or emailing support@bluecubecloud.com

Status, Availability and Advanced Call Settings

When using Webex on either mobile or desktop/laptop there are some additional settings that you can use to show colleagues what you’re working on or when you’re away from your desk – as well as automatically stop calls coming through to Webex. We’ll run through these different parts of Webex below with a quick explanation and a how-to.

Setting your status in Webex

Setting a status in Webex allows you to let your colleagues know what you’re working on, when you’re away from your desk or on break, or if you’re in a meeting etc. The statuses you can use aren’t set – so you can customise them to fit what you need to communicate – you can even use emoji! Follow the steps below to set your status in Webex.

  1. Click or tap on your profile picture on initials at the top left of Webex and select ‘Status’ or ‘Set A Status’.
  2. You can either type out a new status, or select a pre-set or previously used status from the list.
  3. Choose how long the status will remain on for. You can either use the pre-determined time periods, or select a date and time that the status will stay on until (until you return from holiday, or travelling for work, for instance).
  4. You’ll now see your status next to your profile picture or initials on the desktop app, or in the mobile app it will appear once you tap on your profile picture/initials.
  5. If you need to clear your status before the time you set, you can clear it manually. On PC or laptop, click on your status next to your profile picture or initials and select Clear at the bottom of the window. On mobile tap on your initials or profile picture and select Status – you can then clear your status by pressing the X to the right of your current status.

Setting your availability in Webex

Similar to your status, you can also set your availability in Webex. This lets you quickly toggle a Do Not Disturb mode on or off – useful for if you’re in a meeting or on a break.

  1. Click or tap on your profile picture or initials and select ‘Availability’.
  2. On mobile select how long you want to be on ‘Do Not Disturb’ for, and then go back to return to the main Webex screen. You can clear ‘Do Not Disturb’ by selecting ‘Availability’ again and tapping on ‘Clear’.
  3. On PC or laptop just choose a duration from the list while hovering over ‘Availability’ to turn on ‘Do Not Disturb’. To clear ‘Do Not Disturb’, hover over ‘Availability’ again and select ‘Clear’ from the top of the list.

If you have any questions while following any of the above, or have a question we’ve not answered please get in touch with the Bluecube Support Team by either raising a support ticket through our website, emailing support@bluecubecloud.com, or calling the team on 0330 002 1220.

Adding and Managing Contacts

Webex let’s you create a list of contacts that you need to contact frequently, and organise these in to seperate lists for easy management. In this quick guide we’ll look at how to add and manage contacts in Webex on either desktop/laptop or mobile. One point to bear in mind is that Webex will also pull through any contacts that your business has in their directory on the platform. Contacts you add to Webex are not global, and are visible only to you within Webex.

Adding Contacts

You can add contacts in to Webex for people you need to contact frequently, or businesses you deal with regularly. Any of your colleagues that are also using Webex won’t need adding, as their extensions and Webex profile will show up in the app automatically. Here’s how to add a contact to Webex:

  1. First navigate to the ‘Contacts’ section. On PC this is the contacts/directory icon on the left of the app. On mobile tap on ‘Calling’, then the ‘Contacts’ tab.
  2. On PC click on the ‘Add a contact’ button, then on ‘Create a custom contact’. On mobile tap on the icon in the bottom right, and then select ‘Add a contact’, and ‘Customise a new contact’.
  3. Enter as much or as little information as you like – but the main fields you need to complete are ‘Name’ and then the ‘Phone number’ field.
  4. You can also create groups for your contacts – letting you assign your new contact to a certain group (if you’ve created one).

Managing Contacts

Once you’ve created some contacts, you’ll need to know how to edit or delete them. We’ll cover that in the steps below.

  1. To edit a contact, select them from the ‘Contacts’ section, and then either tap on the pencil icon (mobile), or click on ‘Edit contact’ (PC). You can then edit any of the contact fields, before hitting the ‘Save’ or tick.
  2. To delete a contact on PC, right-click on them from your contacts list, and select ‘Remove from contacts’. On mobile long press the contact in your contacts list, and tap on ‘Remove from contacts’.

Sharing your Screen

If you’re calling another user on Webex, you’ll see a ‘Share’ button at the bottom of the screen – this will let you star sharing your screen. You can choose to share either a specific app window (just share the window of the Word document you’re working on perhaps), or you can choose to share your whole screen or monitor. If using multiple screens, you can choose which screen or monitor to share.

If you have any questions while following any of the above, or have a question we’ve not answered please get in touch with the Bluecube Support Team by either raising a support ticket through our website, emailing support@bluecubecloud.com, or calling the team on 0330 002 1220.

Still need help?

Get in touch with our award-winning customer support team if you have any questions. Call us now on 0330 002 1220 and dial option 1 or email: support@bluecubecloud.com

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