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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 desktop 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 Desktop App for UMS Work Calls
INFO: This guide is intended for individual employees using Webex for standard work calls. It does not apply to technical staff or call center roles, who may require a different setup with additional tools and configuration.
Instructions
Make a Call
- Open the Webex desktop app.
- Choose one of the calling options in the left menu:
- Dialpad – type the 10-digit phone number (area code + number), then click the telephone icon.
- History Make a one-click call by hovering over a recent number and clicking the telephone icon.
- Contacts Make a one-click call by hovering over a saved contact and clicking the telephone icon.
INFO: Moving from the old phone system? Here’s what’s different in Webex
- No outside line code You don’t need to dial 8 or 9.
- No 4-digit extensions Extensions aren’t supported. Try one-click dialing instead:
- Contacts Save the number once, then click to call any time.
- History Find the number in your recent calls and click to call back.
- Long-distance calls Dial 1 + area code + number. Example: 1-617-555-1234.
Receive a Call
When someone calls your Webex number, a popup notification appears in the lower right corner of your screen. You’ll also see the call in the Webex app.
- To answer the call, click Accept.
- To decline the call, click Decline.
- If you miss a call, it will appear in Recents under Call history.
INFO: If you don’t see call popups:
- Windows: Go to Settings → System → Notifications and confirm Webex is allowed. Turn off Focus Assist/Do Not Disturb. Check the system tray to make sure Webex is running.
- Mac: Go to System Settings → Notifications, select Webex, and allow alerts. Turn off Do Not Disturb/Focus. Check that Webex is active in the menu bar.
Voicemail
Voicemail is cloud-based and managed directly in Webex. You’ll see messages in the Voicemail tab, with playback controls and automatic transcripts (when available).
To check your messages:
- In the left menu, click Voicemail.
- Select a message to play it, read the transcript, or delete it.
- To reset your voicemail PIN or manage greetings, go to the Webex User Hub:
👉 https://user.webex.com/webappng/hub/welcome
INFO: Voicemail from Webex Cloud Services is no longer delivered to your UMS email inbox. All voicemail management happens in the Webex app or User Hub.
Contacts
The Webex desktop app includes a Contacts tab, but it does not sync with the UMS global address book. Your contacts list will be empty until you add people manually. Contacts are a great way to reach frequent numbers with one-click dialing.
To add a contact:
- In the left menu, click Contacts.
- Click the + Add Contact button in the top-right corner.
- Click a Create a Custom Contact
- Enter the contact details manually.
Environment
Platforms Supported
- Windows 10 or later (64-bit)
- macOS (Intel or Apple Silicon M1/M2)
- Linux (DEB and RPM)
- iOS 16 or later (optional mobile install)
- Android 11 or later (optional mobile install)
- Tablet (only with RedSky coverage)
Applies To
- UMS employees approved for Webex softphone use
- Remote and hybrid workers using a desktop computer and/or multiple supported devices (up to five total)
Not Supported
- Flip phones or non-smartphones
- Chromebooks
- SMS texting (Webex Calling does not support SMS)
- Any device without RedSky coverage (for non-cellular devices) or active cellular service (for mobile-only accounts)