WebEx Integration to Microsoft Outlook for Windows Overview

Document created by Cisco Documentation Team on Sep 16, 2016Last modified by Dave DeCarlo on May 25, 2017
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WebEx Integration to Microsoft Outlook for Windows


WebEx integration to Outlook for Windows provides a convenient way for you   to schedule or start WebEx meetings, WebEx Personal Room meetings, or WebEx Personal Conference meetings using Microsoft Outlook. You can also use the Meet Now command to start an instant meeting.

WebEx integration to Outlook is part of WebEx Productivity Tools. Your site administrator may have installed WebEx Productivity Tools for you. If not, you can download WebEx Productivity Tools from your WebEx site.

Once WebEx Productivity Tools are installed, WebEx integration options appear in Microsoft Outlook, allowing you to schedule a WebEx meeting quickly and easily.

When scheduling a meeting, you can invite attendees using any of your Outlook address lists. Invitees do not need to use the WebEx integration to Outlook to join the meeting and do not need a WebEx account, unless the meeting is restricted only to WebEx users on your site.

WebEx Integration to Outlook Toolbar Options

After the WebEx Productivity Tools are installed, the WebEx integration toolbar appears in the Microsoft Outlook window.

The following describes the WebEx integration toolbar buttons.

  • Meet Now: Starts an instant meeting or Personal Room meeting. This is a meeting that you can start at any time, without having to schedule the meeting in advance. By default, instant meetings are held in your Personal Room. If you don’t want to use your Personal Room for instant meetings, turn off the Use Personal Room for all my instant meetings option in the “Meet Now” Settings section of your Preferences.

     

  • Schedule Meeting Menu: Selecting the Schedule Meeting menu from the WebEx toolbar in Outlook provides the following options:

     

    • Schedule a WebEx Meeting: Select this to schedule a WebEx meeting.

       

    • Schedule Personal Room Meeting: Select this to schedule a meeting in your Personal Room.

       

    • Preferences: Opens the Preferences dialog box for WebEx Productivity Tools

       

    • About: Lets you view the version number and license and patent information about the WebEx integration to Outlook.

       

    • More: Select the More menu to access the following items:

       

      • Meeting Templates: Lets you view templates that you or your site administrator saved on your WebEx site. The templates contain meeting settings. You can select the template that meets your needs. Meeting templates are available only if site administration settings allow hosts to use templates for Outlook.

         

      • Set Scheduling Permission: Opens the My WebEx > Scheduling Options page on your WebEx site on which you can assign a delegate to schedule or edit meetings on your behalf.

         

      • Start Personal Conference Meeting: Select this to Start a Personal Conference Meeting.

         

      • My Meetings: Opens the WebEx Productivity Tools panel where you can view your scheduled WebEx meetings.

         

      • Go to WebEx Site: Opens your WebEx site.

         

      • Help: Lets you look up instructions for using the WebEx integration to Outlook.

         

      • Check for Updates: Checks whether you are using the latest version of Productivity Tools or if an updated version is available for download.

         

WebEx Productivity Tools Panel

The WebEx Productivity Tools panel may already be open on your desktop, depending on your settings. If it is not open, you can open it by doing the following:

  • Select the WebEx Productivity Tools icon from the Windows taskbar.

     

  • Select WebEx Productivity Tools from the Windows Start menu.

     

  • Select WebEx Productivity Tools from your Windows desktop.

     


Note


The Productivity Tools panel or some of the Productivity Tools options may not be available, depending on your site settings.


The WebEx Productivity Tools Panel provides access to the following:

  • Settings: Select the Settings icon to open a menu with the following features:

     

    • Preferences: Opens the Preferences dialog box for WebEx Productivity Tools.

       

    • Help: Opens the Help Central website.

       

    • About: Displays the version number and license and patent information.

       

    • Check for Updates: Checks whether you are using the latest version of Productivity Tools or if an updated version is available for download.

       

    • Send Problem Report: Prepares an email message for you to send to support to report a problem.

       

    • Exit: Select to exit WebEx Producitvity Tools.

       

  • Search for a meeting: Select the Search icon to open a search window where you can enter a name, email address, meeting number, keyword, or meeting title to search for a meeting.

     

  • Schedule a meeting: Select the Schedule icon to open the Microsoft Outlook Meeting window and schedule a WebEx, Personal Room, or Personal Conference meeting.

     

  • Start a meeting: Select Start Meeting to start an instant meeting. By default, instant meetings are held in your Personal Room. If you don’t want to use your Personal Room for instant meetings, turn off the Use Personal Room for all my instant meetings option in the "Meet Now" Settings section of your Preferences

     

  • View your My Meetings list: Select more to view your upcoming meetings for the day. From the My Meeting list you can do the following:
    • You can select Start or Join to start or join your meeting when it is time.

       

    • Use the < or > characters to move to the next or previous day

       

    • Select the Calendar icon to choose a different day to view.

       

    • Select the Refresh meeting list to refresh the meeting list.

       


    Note


    Personal Room meetings and meetings created on other WebEx sites do not appear on the My Meetings list.


 


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