This article provides instructions on how to use WebEx to start an unplanned meeting, and is for Staff and Students.

WebEx can be used for conference audio/video calls. You can schedule meetings in advance, start meetings straight away, using a variety different features.

How to start an unplanned meeting

  • Please go to:
  • Select ‘Log in’ (top right hand corner)



One off message for Microsoft Outlook

The first time you login to WebEx you will be prompted to install an outlook extension. Select 'Don't show me again' unless you use Microsoft Outlook.


 Message for Chrome and Firefox

When starting a meeting for the first time you will be prompted to install an extension to Chrome or Firefox. We would recommend that this extension is installed.

Start a Meeting 

  • Select ‘Meet Now’ from the list on the left hand side

  • This will start a session

 Invite and Remind

Add participants by selecting ‘Invite & Remind’.

Enter full email addresses and separate with commas.

Users will then receive an email with a URL to click to join the session.

Once users have joined the meeting you will see them listed in the top right hand corner under Participants.


You can hold the meeting with just audio by selecting the 'Connect to Audio' button below.



There is also the option of holding this via video so that all or some participants use their webcam, for this you select ‘Start my Video’

Share Screen

Other features include the ability to share your screen using the button below. You can use this feature to show PowerPoint presentations or particular documents related to the meeting.


Whiteboard Feature 

You can use the whiteboard feature to allow all participants to view or/and take control and collaborate.

Record Feature 

Select Record and Recorder to turn the function on.

Lock Room Feature

Another feature which may be of use, is the ability to stop anyone joining the meeting late by selecting ‘Lock Room’. This prevents any users with the URL connecting and interrupting the discussion.

For more information or training

Please visit to find a range of videos that cover all topics around WebEx alternately you can view the following articles on MyPort:

Supported browsers and systems can be found here.

If you are experiencing any issues, please contact the Service Desk on: 023 9284 7777 or e-mail:

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