Add Webex Meeting

If your administrator hasn’t installed the Webex Scheduler add-in, you can go to Microsoft AppSource and install the app yourself.

1

Go to Microsoft AppSource.

2

Search for the Webex Scheduler add-in.

3

Select Get it now and follow the on-screen instructions.

After you've added the app, follow the instructions in Set your Webex site in Outlook.

Before you can schedule a meeting using the Webex Scheduler, you must specify the Webex site to use with your account.

1

If you're using Outlook for desktop, in the Cisco Webex group on the ribbon, select Add Webex Meeting.

Add Webex Meeting

If you're using Outlook on the web, select New event > Cisco Webex Scheduler Webex Scheduler > Add Webex Meeting.


 

To see this option, you or your administrator must have added the Webex Scheduler add-in and your Webex site administrator must have configured the Webex Scheduler for Microsoft 365.

The Welcome screen appears.

2

Select Get Started.

3

Select or enter the Webex site URL that you want to use, in the format company.webex.com, and then select Next.

If you see a message that Webex Preferences wants to display in a new window, select Allow.

4

The Sign in screen opens in a new browser window. Enter your Microsoft 365 email address, and then select Next.

5

Enter your Microsoft 365 password, and then select Sign in.

If you see a Stay signed in? message, select Yes to reduce the number of times you have to sign in.

6

Select Add Webex Meeting to add a Webex meeting to your appointment. If you prefer to add a Webex Personal Room meeting when you add a Webex meeting to an appointment in Outlook, change the default meeting type. For more information, see Change the Default Meeting Type.

After you've set your Webex site, you can add a Webex meeting to any appointment that you create in Outlook.

1

Create an appointment in Outlook.

2

Enter the appointment name, location, and start and end times.

3

If you want the appointment to repeat, do one of the following:

  • In the desktop app, select Recurrence in the ribbon and then select how often you want this appointment to repeat and when you want it to end.
  • In the web app, click the drop-down list in the Repeat field and select how often you want the meeting to repeat and when you want it to end.
4

To invite others, do one of the following:

  • In the desktop app, select Invite Attendees and then type one or more email addresses in the Required box.
  • In the web app, type one or more email addresses in the Invite attendees field.
5

If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Add Webex Meeting.

If you're using Outlook on the web, select the Cisco Webex Scheduler and from the drop-down list select Add Webex Meeting.

After a few moments, a link to the meeting is added to the location field and the meeting details are added to the body of the appointment.


 

If you encounter an error after trying to add a meeting to Webex Meetings, you can see the error details above the body of the appointment.

6

(Optional) Edit the meeting options, such as add an alternate host or cohost (WBS40.9 or later sites). For WBS40.12 and later sites, you can also set the entry and exit tone, change the meeting password, or add a tracking code.

  • If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.
  • If you're using Outlook on the web, select Cisco Webex Scheduler > Webex Preferences.

Select Update meeting when you've finished editing the meeting options.

7

Select Send.

The appointment shows the meeting details, including a link to join the meeting. You can copy the link and share it with others.

What to do next

Depending on your site settings, you may be able to integrate your Microsoft 365 calendar with your Webex site. You'd be able to access Webex meetings that were scheduled in Microsoft 365 from Meetings in Modern View.

It's convenient to start or join a meeting that's been scheduled using the Webex Scheduler in Microsoft Outlook.

To start or join a meeting, do one of the following:

  • Select the link in the calendar invite in Outlook.
  • Join from a video system or application by dialing the video address in the calendar invite.
  • Join by phone by dialing the number in the calendar invite.
  • Select Join on your cloud-registered video device. The Join button appears 5 minutes before the meeting starts.

After you schedule a meeting, you can use Outlook to edit it at any time. You can change the attendees, the meeting information, such as the date and time, the meeting options, and remove the Webex meeting.

When you edit a scheduled meeting, an updated email invitation is sent to the attendees and the meeting information on your Webex site is updated.

1

In your Outlook calendar, edit the scheduled meeting.

2

Change any of the following:

  • To add attendees, select Required.

  • Edit the subject, location, date, time, or recurrence.

The Webex meeting details look similar to the following:

3

Change the Webex meeting options. If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.

Preferences

If you're using Outlook on the web, select select Cisco Webex Scheduler Cisco Webex Scheduler > Webex Preferences.

Select Update meeting when you've finished editing the meeting options.

4

Select Send Update.

You can change the default type of Webex meeting to use when you add a meeting to an appointment in Outlook:
  • Generate a one-time meeting link—Each meeting has a unique meeting link and video address.

  • Use my Personal Room link—All meetings use your Personal Room link as the meeting link and your Personal Room video address as the video address.

1

If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.

Preferences

If you're using Outlook on the web, select New event > Cisco Webex Scheduler > Webex Preferences.

2

Select the default meeting type under Webex Meeting Link and select Save.

The change applies to all future Webex meetings that you add to appointments.

If there's more than one Webex site that you use for meetings, you can specify which site you prefer to use when you add a Webex meeting to an appointment in Outlook.

1

If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.

Webex Preferences

If you're using Outlook on the web, select New event > Cisco Webex Scheduler Cisco Webex Scheduler > Webex Preferences.

2

Select Change Webex site.

3

Select or enter the Webex site URL that you want to use and select Next.

4

Select the default meeting type and select Save.

If you installed the app yourself and you no longer want to schedule meetings using the Webex Scheduler, you can remove the app. If your administrator installed the app, contact your administrator to remove it.

1

If you're using Outlook for desktop, select Get Add-ins in the Add-ins group in the Outlook ribbon.

If you're using Outlook on the web, select More options > Get Add-ins.

2

Select My add-ins in the Microsoft 365 Add-ins window.

3

Locate the Cisco Webex Scheduler and select More > Remove.

Webex Scheduler add-in