Introduction to Webex (Desktop App, Mobile App, and Desk Phone)

Intended Audience: Faculty and Staff

Summary

PVAMU has transitioned from the traditional VoIP phone system to Webex Calling, a cloud-based platform that allows calls and voicemail to be managed from the Webex desktop app, mobile app, and desk phones. This article explains how to log in, place calls, and use voicemail features across all supported devices.

Problem

Faculty and staff at PVAMU are transitioning from the traditional VoIP phone system to Webex Calling. While the Webex desktop app is pre-installed and the mobile app is available on smartphones, many users are still accustomed to using only physical desk phones. This change can create uncertainty about:

  • Where to access voicemail (desktop app vs. mobile app vs. desk phone).

  • How to place calls from the desktop or mobile app compared to the older phone system.

  • What has changed in dialing procedures (such as no longer needing long-distance codes).

  • How devices interact with each other (e.g., calls ringing on multiple devices, moving calls between desktop, mobile, and desk phone).

  • Differences in features between the apps and the physical phone.

Without clear guidance, users may be unsure of the best way to handle calls, voicemails, and forwarding options across different devices, which can lead to missed calls, confusion, or underuse of available features.

Solution

The Webex desktop app is pre-installed on university computers, the Webex mobile app is available on iOS/Android, and desk phones remain available but are now registered as Webex endpoints. With these tools, you can log in using your PVAMU credentials to make calls, manage voicemail, and move calls seamlessly between devices.

Steps

Log In to Webex (Desktop App)

  1. Locate Webex in your Start Menu (Windows) or Applications folder (Mac).

  2. Open the Webex app.

  3. Enter your PVAMU email address.

  4. Sign in with Single Sign-On (SSO) credentials.

Log In to Webex (Mobile App)

  1. Open the Webex app on your iOS or Android device.

  2. Sign in with your PVAMU credentials.

  3. Allow microphone and notification access for full functionality.

  4. Use the app to make and receive calls, join meetings, or manage voicemail while on the go.

Using a Desk Phone (Webex Endpoint)

  • Make and Receive Calls: Dial PVAMU extensions or 10-digit numbers as usual.

  • Voicemail: Press the Voicemail button to check messages.

  • Call Forwarding: Use the Call Fwd button to forward to voicemail or another number.

  • Integration: Calls can ring simultaneously on your desk phone, desktop app, and mobile app. Use Move Call To… to switch active calls between devices.

Make and Receive Calls (Desktop or Mobile App)

  • Click/tap the Call button.

  • Dial a PVAMU extension or a 10-digit number.

  • Answer calls directly in the app, or redirect to your desk phone.

  • Use Move Call To… for seamless call transfers between desktop, mobile, and desk phone.

📌 Note (for desk phone users):

  • To dial domestic/local calls outside of PVAMU, press 8 before the number.

  • Long-distance codes are no longer required.

  • For full details, refer to [KB: Dialing Instructions Using Webex (Computer, Mobile App, and Desk Phone).

Use Voicemail

Desktop & Mobile App

  • Access voicemail in the Voicemail tab.

  • Options include:

    • Play, save, or delete messages

    • Record personal or extended absence greetings

    • Set/change voicemail password

    • Reply to internal voicemails (PVAMU extensions only)

    • Forward or copy messages to another mailbox

Desk Phone

  • Press the Voicemail button.

  • Follow voice prompts to listen, save, delete, or forward messages.

  • Skip greeting when leaving a message by pressing #.

  • Cancel an action by pressing *.

Forward Calls to Voicemail

  • Desktop/Mobile App:

    1. Go to Settings → Calling → Call Forwarding.

    2. Select Forward all calls to voicemail.

  • Desk Phone: Press the Call Fwd button and select Voicemail.

Tips for Best Use

  • Use a wired or Bluetooth headset for clearer audio and privacy.

  • Keep Webex signed in on both desktop and mobile so you never miss a call.

  • Update your voicemail greeting regularly, especially when away.

  • Remember: desk phones now function as Webex endpoints and integrate seamlessly with the apps.

Troubleshooting Audio and Headsets

  • If audio defaults to computer speakers, check Webex Audio Settings and select your headset.

  • For Bluetooth headsets, confirm pairing in system settings and Webex.

  • Restart the Webex app to refresh audio device connections.

  • If issues continue, unplug/reconnect your headset or restart your computer.

Print Article