Allow Someone to Schedule Meetings on Your Behalf in Microsoft Outlook

Document created by Cisco Documentation Team on Sep 16, 2016Last modified by Dave DeCarlo on May 25, 2017
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Allow Someone to Schedule Meetings on Your Behalf Overview


 

WebEx integration to Microsoft Outlook allows you to assign someone else as a delegate to schedule, edit, cancel, and start meetings for you.

For example, if you must host WebEx meetings regularly, you can give your assistant permission to manage meetings for you.

     

The delegate must have a host account and have WebEx Productivity Tools installed on their computer.

  •    

    On your WebEx site, give the delegate scheduling permission.

       

  •    

    In Microsoft Outlook, share your calendar with the delegate.

       

        

Note


  

At any time, you can remove the permission from the delegate to manage meetings for you.

  
  

Assign a Delegate on the WebEx Site

Before You Begin
  •     

    Make sure that your site administrator has enabled the delegate feature.

        

  •     

    Make sure that your delegate has a WebEx host account on your WebEx site.

        

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    Make sure that your WebEx site email addresses for you and the delegate's accounts match those in Outlook.

        

       
1   On your WebEx site, select My WebEx.
Note      

In the Windows version of the WebEx integration to Microsoft Outlook, you can also go to the WebEx toolbar and select Schedule Meeting > More > Set Scheduling Permission to go directly to the Scheduling Options section of the Preferences page on your WebEx site.

2   Select Preferences.
3   Select Scheduling Options.
4   In the Scheduling permission box, enter the email address of one or more hosts you want to allow to schedule meetings on your behalf.
5   Select Save at the bottom of the Preferences page.

Set Scheduling Permission in Microsoft Outlook for Windows

Before You Begin

Ensure that the calendar you share does not reside in your personal folder in Microsoft Outlook. Your delegate can access your calendar only if it resides in a public folder.

The name of the delegate you want to assign must be in the Global Address List in your Microsoft Outlook.

        
1   On the File menu, select Account Settings.
2   In the Account Settings menu, select Delegate Access.
3   In the Delegates dialog box, select Add.
4   Select the delegate's name, and then select OK.
5   In the Delegate Permissions dialog box, select Editor in the Calendar, and then select OK.
6   Select OK to close the Delegates dialog box.

Set Scheduling Permission in Microsoft Outlook for Mac

Before You Begin

Ensure that the calendar you share does not reside in your personal folder in Microsoft Outlook. Your delegate can access your calendar only if it resides in a public folder.

The name of the delegate you want to assign must be in the Global Address List in your Microsoft Outlook.

       
1   In Microsoft Outlook for Mac, select Tools > Accounts.
2   In the Accounts window, select Advanced.
3   In the Delegates tab, in the Delegates who can act on my behalf section, select the + (plus) button.
4   In the Choose a Person window, type the name of the person in the text box, choose the user, and then select Add .
5   In the Permissions: <username> window, choose the permissions to grant to the delegate, select OK, and then select OK again to close the window.

Schedule, Manage, and Start a Meeting for Another Host

Before You Begin
  •     

    Make sure that you and the actual host are both using the same version of WebEx Productivity Tools.

        

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    Make sure the actual host has given you scheduling permission their WebEx site.

        

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    Make sure you are signed in to your own WebEx account in WebEx Productivity Tools.

        

       
1   In Microsoft Outlook, on the File menu, select Open > Other User's Folder.
2   Type the name of the actual host or select Name to select the actual host's name.
3   Select Calendar in the Folder type list, and then select OK.
4   To schedule a meeting for the host, select the actual host’s calendar in Outlook, open a new Meeting or Appointment, and specify information and settings for the meeting.
5   To start a meeting for the host, select the meeting item in the actual host’s calendar in Outlook, and then select the Join WebEx meeting or Join me in my Personal Room link in the meeting.

 


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