Check your calendar list on the phone

You can access the calendar list on the phone to check calendar meetings for the rest of the day.

The calendar list contains different types of meetings, such as, Webex Meeting and Microsoft Teams Meeting.

To access the calendar list, your phone must be connected to Internet.

Before you begin

  • Your phone has registered to Webex Calling.
  • Your phone has connected to Cisco Webex cloud.
  • Your administrator has enabled and configured the calendar feature on your phone.

1

Locate and press Calendar to open the calendar list that contains your scheduled meetings for the rest of the day.

For Cisco Desk Phone 9851 and 9861, you can also tap Calendar Calendar hardkey to open the meetings list. The LED of the button turns on when your administrator enables the calendar feature.

The Calendar (n) screen displays, where <n> represents the count of available meetings you have for the rest of the day.

The calendar list only contains the Webex and Teams meetings.
2

On the Calendar screen, navigate to your desired meeting by using the Navigation Cluster button, press Details to display more information about the selected meeting.

Typically, the Meeting details screen displays the following information:

  • Meeting status
    • Starting in <n> minutes: Describes how soon the meeting will start, where the value range of <n> is 1–5.
    • Just started: Notifies you that the meeting will start in 30 seconds.
    • In progress <duration_time>: Shows that the meeting has started for the displayed duration and your phone still isn't in the meeting.
    • In meeting: Shows that your phone is in the meeting.
  • Meeting title
  • Meeting organizer
  • Meeting start time and end time
3

To join a meeting, navigate to it and press Join.

The "Join" button displays 5 minutes before the meeting starts.
4

To exit the current screen, press Back.

Before you begin

  • Your phone has registered to Webex Calling.
  • Your phone has connected to Cisco Webex cloud.
  • Your administrator has enabled and configured the calendar feature on your phone.

1

Tap Calendar Calendar soft button to open the calendar list that contains your scheduled meetings for the rest of the day.

The digit on the icon shows the count of available meetings you have for the rest of the day.

The calendar list only contains the Webex and Teams meetings.
2

Tap a calendar item to view more information about the meeting.

The Meeting details screen displays the following information:

  • Meeting status
    • Starting in <n> minutes: Describes how soon the meeting will start, where the value range of <n> is 1–5.
    • Just started: Notifies you that the meeting will start in 30 seconds.
    • In progress <duration_time>: Shows that the meeting has started for the displayed duration and your phone still isn't in the meeting.
    • In meeting: Shows that your phone is in the meeting.
  • Meeting title
  • Meeting organizer
  • Meeting start time and end time
3

To join a meeting, tap the Join soft button.

The "Join" button displays 5 minutes before the meeting starts.
4

To exit the current screen, tap back button.

Join a calendar meeting

You will be prompted to join a meeting 5 minutes before it starts.

Example of the upcoming meeting notification on Desk Phone 9861
An example on Cisco Desk Phone 9861

If you choose to snooze the reminder, you will be prompted again 5 minutes later or at the meeting start time.

If you choose to ignore the reminder, you will not be prompted again. In this case, you can find and join the ignored meeting from the Calendar list, which shows you the scheduled meetings for the rest of the day.

If your phone can recognize and support the meeting SIP URL, the calendar item can display the meeting along with the Join softkey or soft button (depending on your phone model). Otherwise, the meeting doesn't display in the calendar list. When you press the softkey or tap the soft button, the phone makes a SIP call to the SIP URI address of the meeting.

The phone supports the following meeting types:

  • Webex meeting icon: Webex Meeting

    The SIP URI address is "<example>@webex.com".

  • Microsoft Teams Meeting icon: Microsoft Teams Meeting

    The SIP URI address is "<example>@m.webex.com" or "<example>@<tenant_name>.m.webex.com".

    Cisco Video Integration for Microsoft Teams (VIMT) license is required for each device that joins the meeting.

    The Microsoft's Cloud Video Interop (CVI) license is required for the third party meetings. Cisco will offer a new CVI license for audio-only devices (for example, Desk Phone 9800 Series). The cost of the new CVI license (for audio-only) will be less than the existing CVI license (for video). The official announcement of the new CVI license will be available soon.

Depending on the meeting configuration by the host and network environment, you may be prompted for a PIN code when joining a meeting. Usually, the PIN code is included in the meeting invitation. If you don't have the meeting PIN code, ask your meeting host for it.

When the meeting is being recorded, a recording indicator and a message display at the top of the phone screen. Beneath the meeting title, the icon the icon of meeting recording indicates that the meeting is being recorded. The icon the icon of recording pause indicates that the recording is paused.

Before using your phone for meetings, keep the following points in mind:

  • You can only join one meeting at a time. To join another meeting, leave the active one first.
  • You can't be in a meeting and on a call simultaneously.
    • If you want to handle a call during a meeting, for example, answering or placing a call, using call park or call pickup, resuming or barging a shared call, managing incoming page, you will be prompted to leave the meeting first.
    • If you want to join a meeting during a call, you will be prompted to end the call first.
  • If you want to check your voicemail during a meeting, you will be prompted to leave the meeting first.
  • During a meeting, the following hard keys (including relevant softkeys on the meeting screen) are disabled:
    • Conference the Conference key
    • Hold/Resume the Hold key
    • Transfer the Transfer key
  • For a shared line in a meeting, the softkey Barge / BargeSlnt is disabled.
  • For Microsoft Teams Meeting icon Microsoft Teams meetings, the mute status sync, participant list, recording indication, closed captions are not supported.

Before you begin

You have a meeting ready to start.
1

When prompted, press Join from the meeting notification to join a meeting.

When you are prompted with multiple meetings at the same time, a digit at the title shows the count of the upcoming meetings. Navigate to your desired meeting by using the Navigation Cluster button, and then press Join.

The PSTN audio meeting is not supported for the phones registered to Webex Calling.

2

To join a meeting from the Calendar list, do the following:

  1. On the phone home screen, locate and press Calendar.

    The Calendar screen displays. The digit at the title shows the count of available meetings you have for the rest of the day.

  2. Navigate to your desired meeting by using the Navigation Cluster.

  3. Press Details to view more information about the meeting.

  4. Press Join.

3

If prompted, enter the meeting password.

4

(Optional) During a meeting, you can do the following actions:

  • To mute or umute your audio, press Mute or Unmute.
  • To view the participant list, press Participants (n).

    The characters on the softkey vary depending on different phone models:

    • 9841: Participant without the count of attendees.
    • 9851: Participants without the count of attendees.
    • 9861: Participants (n), where <n> represents the count of the attendees.

    The participant list shows the participants with their roles and the audio and video (if available) status. The invitees that are not present are listed in the lower part of the list.

  • To record a conversation in the meeting, press Record.
  • (9861 only): To show the real-time transcription, press Captions, select On for Closed captions, select your desired language, and then press Back to go back to the meeting screen.

    For details about the feature, see Use closed captions in Webex meetings.

  • To go back to the home screen from the active meeting screen, press Home.

    To return to the active meeting, see Return to a meeting.

  • To leave the meeting, press Leave.

Before you begin

You have a meeting ready to start.
1

When prompted, tap Join from the meeting notification to join a meeting.

When you are prompted with multiple meetings at the same time, a digit at the title shows the count of the upcoming meetings. From the upcoming meetings list, tap Join on your desired meeting. You can also choose to snooze or ignore all of the meeting notifications at once by tapping Snooze all or Ignore all.

The PSTN audio meeting is not supported for the phones registered to Webex Calling.

2

To join a meeting from the Calendar list, do the following:

  1. On the phone home screen, tap Calendar Calendar soft button.

    The Calendar screen displays. The digit at the title shows the count of available meetings you have for the rest of the day.

  2. View the meeting information on the meeting entry.

  3. Tap Join.

3

If prompted, enter the meeting password.

4

(Optional) During a meeting, you can do the following actions:

  • To mute or umute your audio, tap Mute Mute soft button or Unmute Unmute soft button.
  • To view the participant list, tap Participant (n), where <n> represents the count of the person who have joined the meeting.

    The participant list shows the participants with their roles and the audio and video (if available) status. The invitees that are not present are listed in the lower part of the list.

  • (8875 only): To turn on or off your video steam, tap Start video or Stop video.

    See Turn your video stream on or off during a meeting for details.

  • To change the video layout, tap Layout Layout soft button, and select your desired layout.

    See Change video layout during a meeting for details.

  • To show the real-time transcription, tap Captions Closed captions soft button, toggle on Closed captions, select your desired language.

    For details about the feature, see Use closed captions in Webex meetings.

  • To record a conversation in the meeting, tap More More soft button > Record.
  • To go back to the home screen from the active meeting screen, tap the Home button on the phone.

    To return to the active meeting, see Return to a meeting.

  • To leave the meeting, tap Leave Leave soft button.

Configure personal room meeting on a line key

You can press an idle line key on your phone to set up a speed dial for a personal room meeting. When configured, you can directly join the specified meeting by pressing the line key.

This feature is available only on Cisco Desk Phone 9841, 9851, and 9861.

Before you begin

Your phone has connected to Cisco Webex cloud.

1

Press any idle key on your phone for at least two seconds.

2

In the Speed dial screen, enter the name and number.

The number must be a valid SIP URL. For example, <user_id>.cisco@webex.com or <user_id>@co.webex.com, depending on the Webex site URL you select on Webex App.

3

Press Save.