Webex Mac Desktop Application Guide

Webex Mac Desktop Application Version

Introducing Cisco Webex! Webex provides on-demand collaboration, online meetings, web conferencing and videoconferencing. This page will give you an overview of how to start or schedule Webex meetings from within the desktop application for Mac.

Cisco Webex Meetings Desktop Application Dashboard

If you are a CCS Managed Desktop client:

  • You should have Cisco WebEx preinstalled on your computer. If you are a Managed Desktop client and it is not installed contact Managed Desktops via the CCS Help Centre at 519-824-4120 Ext. 58888 or email at IThelp@uoguelph.ca and they will work with you to install it.

If your computer is managed by an IT team in your department or college, please contact and ask them to provide assistance installing the WebEx Desktop App.

If you manage your own computer and would like to install WebEx:

  1. Open a web browser and go to: https://uoguelph.webex.com.
  2. Login with your U of G email address and password.
  3. Click Sign In.
  4. On the dashboard click on Download.
  5. A window will appear with a button to Download the Desktop App and information on where you can download mobile apps.
  6. (optional) Click Log Out and close the browser.
  7. Find and double-click webexapp.dmg in your Download directory.
  8. A window will appear containing Cisco WebEx Meetings.pkg. Double click on this and follow instructions to install.
  9. Follow the installation wizard:
  • Click Continue.
  • Accept the License Agreement by checking the box and continue.
  • Click Install to install WebEx in the default location.
  • If prompted, click on Yes to allow WebEx to make changes on your computer.
  • Click Finish.
  1. When the installation is successful a WebEx Meetings window appears. Enter your U of G email address.
  2. Select uoguelph.webex.com and click Next.
  3. Complete the U of G Single Sign-On page and click Sign In.
  4. The WebEx Desktop window will appear.
  5. Open Outlook and allow WebEx to access control by clicking OK.

Home Tab

Click on the tab with the icon of a house located at the bottom left of the app, this is the Home Tab. It allows you to start a meeting and join a meeting.

To ​start a meeting click on the green Start Meeting button. You will be directed to a Webex Meeting Room window.

  • Click the … icon and a menu will pop up, select Invite and Remind to invite participants for your meeting. Enter the names or email addresses of the attendees (max 500). Click Send.
  • You can also copy the Meeting Link URL to send to your invited participants to use to join the meeting once you have started it. To copy the link, select Copy Meeting Link from the drop-down menu under the same icon.

Note: From the Home screen of the app you can select the meeting URL manually or click the circle button in the top right beside your name and the link to copy it automatically.

  • The meeting details can be found in the meeting window’s top left corner with a circle “i” icon.
Start Meeting green button
Start Meeting green button
More options 3 dot button
More options (3 dot button)
Meeting notes image within the "i" button
Meeting notes image within the "i" button
Invite and Remind menu within the More Options button
Invite and Remind menu within the More Options button

You can join a meeting through typing in a Host’s Personal Room ID or through using a link to the meeting.

Personal Room ID

Enter the Personal Room ID of the host that is holding the meeting in the box below Join a Meeting. Click enter or the green arrow button to join. The Personal Room ID will be the username of the host.

Meeting Link

Copy the meeting URL link that the host has sent you and enter it into the box below Join a Meeting. Click enter or the green arrow button to join.

Recent Personal Rooms

There is also the option to join a recently visited Personal Room. They will be listed at the bottom of the app. If you wish to visit the same room that appears in your recently visited list, click the circle with the host’s initials/profile picture of the room that you wish to join.

Join a meeting field image


To share your screen:

  1. Start your Webex meeting.
  2. Click the Share content icon.
  3. Click the screen you wish to share or choose the application you want to screen share by clicking on Other Applications. You can share a file and create a whiteboard as well.

To stop sharing your screen:

  1. To stop sharing your screen, move your mouse to the top of the screen you are sharing. Hover your mouse over “You’re sharing this screen”. A grey bar will drop down, click on Stop Sharing.
  2. To stop sharing an application, click the red Stop button in the top right of the shared application.
Share content button
Share content button
Grey Share bar image that tells you which screen or application you are sharing
Grey Share bar image that tells you which screen or application you are sharing
Share content options within the Share Content button
Share content options within the Share Content button

To leave or end the meeting from the Webex meeting app, click the red "x":

Attendee: 

  • Select Leave Meeting

Host:

  • Select End Meeting
  • Webex will prompt if you want to end the meeting for all participants, if so, confirm.
  • Click Leave Meeting to leave the meeting but let it carry on for the other participants, you will be prompted to select a new host for the meeting before you leave.
  • If you do leave a meeting without ending it, you can rejoin it if the new host invites you to it by sending you the URL for the meeting or inviting you via email. Upon rejoining the meeting, you will become the host again.
Red x button
Red x button
Select a new host pop up once a host leaves a meeting image
Select a new host pop up once a host leaves a meeting image
End or Leave Meeting options within the red x
End or Leave Meeting options within the red x

Meetings Tab

Click on the tab with the icon of a calendar located in the middle at the bottom of the app, this is the Meetings Tab. It allows you to view your upcoming meetings and schedule a meeting.

To view your upcoming meetings, click on the calendar icon.

  • Your meetings will appear in a list format organized by the current date at the top with future meetings below.
  • To select a specific calendar date in the future, click on the icon at the top right of the meetings tab. A view of a calendar month will pop up. You can view any date by clicking on the number. You can also switch to different months by clicking on the left and right arrows.

Calendar button to select specific dates


To schedule a meeting click on the icon with a + sign at the top left corner. A window will popup where you can schedule your meeting. You can schedule a meeting through the web client or through using an email app (ex. Outlook).

Web Client

  1. The web client will open and a form will appear titled Schedule a Meeting.
  2. Fill in the details for your meeting. Set the time of the meeting, duration, and invite participants. Meeting topic and Meeting password are mandatory (you can use the password Webex creates for your meeting).
  3. If you click on Show More additional options will become available, such as setting an agenda or alternate host.
  4. Click on Schedule. The meeting is now setup and invitations will be sent via email to participants. 

Note: If the meeting is scheduled for that day within less than 10 minutes the Schedule button will be replaced with Start.

Email Application

  1. An email window will popup where you can send an invitation to your meeting.
  2. Add the subject, date, time, and invite participants with their email addresses.
  3. If you want to add an additional message to your meeting invitation, add it above the line of text that says, “Do not delete or change any of the following text”.
  4. If you want to send attachments for participants to have before the meeting, add attachments to the email invite.
  5. If you also have people meeting in a physical meeting room, click on the Rooms button beside the "Location" field in the email invite.
  6. Click Send.

Schedule a meeting icon


To start a scheduled meeting, view the list of your upcoming meetings in the Meetings tab. Click the green Start button beside the meeting you wish to select. A meeting window will appear with the meeting controls.


To join a scheduled meeting, view the list of your upcoming meetings in the Meetings tab. Click the green Join button beside the meeting you wish to select. A meeting window will appear with the meeting controls.

Note: You will not be able to join a meeting until the host starts it.


Connect to a Device Tab

Click on the tab with the icon of a signal and rectangle on the bottom right of the application, this is the Connect to a Device Tab. Webex provides tips to connect video devices, such as microphones and webcams. You can also visit Cisco Support for more information.