Using Webex Mobile App for Remote Work Calls

Overview

This guide is for remote and hybrid University of Maine System (UMS) employees who want to make and receive regular work calls using the Webex mobile app. It covers how to use the app after setup is complete, including placing and answering calls, checking voicemail, using contacts, and understanding notification behavior and network requirements.

For setup instructions, including how to activate your account and install the app, see: Set Up Webex Mobile App for UMS Work Calls

Instructions

Make a Call

1. Open the Webex app.
2. Tap Calling from the bottom menu.
3. Tap the Dial Pad icon in the top right corner.
4. Enter the number you want to call, then tap the green Call button.

To call out-of-state numbers, you may need to dial a prefix (8 or 9) followed by 1 and the area code. Example: 8 1 555 123 4567.

Receive a Call

When someone calls your Webex number, your phone will ring like a normal call. What appears on screen depends on your phone model and settings. You may see:

• A full-screen incoming call
• A banner notification at the top of your screen

To answer the call, tap Accept. To ignore it, tap Decline.

If you are not receiving calls:

• Check notification settings: Make sure Webex is allowed to send notifications on your phone.
• Allow background activity: Webex must be allowed to run in the background.
• Review battery or focus modes: Disable battery saver, do not disturb, or focus modes that may block calls.

Voicemail

Voicemail is managed outside the Webex app. You will not see a list of messages or get alerts in the app itself. To check your messages, use one of the following methods. Each option connects to the same voicemail system and updates in real time.

1. Email (recommended): Voicemails are delivered to your @maine.edu inbox as audio attachments. This is the only method that provides a visual notification when a new message arrives. You can listen or delete messages directly from your inbox. If you delete a voicemail from email, it is also removed from your voicemail box.
2. Webex app (call-in):
   • Tap Calling, then Voicemail.
   • Tap the Call Voicemail button (blue).
   • Enter your PIN when prompted.
3. Web portal: Access messages online through the same portal used for campus desk phones.
   • Visit https://unity.its.maine.edu/inbox from a campus or VPN-connected device.
   • Log in with your UMS ID (without @maine.edu) to view and manage voicemail messages.

Contacts

The Webex app includes a contacts tab, but it does not sync with your UMS address book. You can still save work contacts manually if you want quick access to frequent numbers.

1. Tap Calling.
2. Tap the Contacts tab.
3. Tap the blue + icon.
4. Enter the contact details manually.

You may be prompted to import your personal contacts. Choose No to keep personal and work information separate.

Frequently Asked Questions

Why doesn’t the app show voicemail messages?
Voicemail is managed outside the app. Webex does not display message lists or voicemail alerts. Use the call-in button, your email, or the voicemail portal to check for new messages.

How do I reset my voicemail PIN?
Go to https://unity.its.maine.edu/inbox while on campus or VPN. Log in with your UMS ID and go to Settings > Passwords > Change PIN. If you can’t access the portal, contact campus IT support.

How do I change my voicemail greeting?
Tap the Call Voicemail button in the Webex app and enter your PIN. When you're in your mailbox, press 4 to access the setup menu. Follow the prompts to record or change your greeting.

Can I call campus extensions?
No. Use the full 10-digit UMS phone number. Short extensions are not supported in the Webex mobile app.

Can I see missed calls or call history?
Yes. Tap Calling, then Recents to view incoming and outgoing calls, including missed ones.

Why doesn’t redial from Recents work?
Some entries in Recents may show incomplete numbers (like short extensions or system names). If a redial fails, tap the entry to view details, then manually re-enter the full 10-digit number.

Can I send text messages or chat in the Webex app?
No. Messaging features are disabled. Webex is used only for calling.

Can I use Wi-Fi, or do I need mobile data?

What happens if I miss a call?
You’ll see missed calls in Recents. If a voicemail is left, it will be delivered to your email inbox.

Can I silence Webex calls during off hours?
Yes. Use your phone’s built-in Do Not Disturb or Focus Mode to manage interruptions.

What if I didn’t get the activation email?
Webex softphones are available by request for remote and hybrid employees. If you believe you need one, talk to your supervisor. They can help initiate a request.

What if I get a new phone?
Please contact IT to let them know your new phone details so your account setup can be updated.

Environment