Schedule a Meeting in Microsoft Outlook for the Mac

Document created by Cisco Documentation Team on Sep 29, 2016Last modified by Dave DeCarlo on May 25, 2017
Version 8Show Document
  • View in full screen mode

 

Schedule a Meeting Prerequisites


To schedule an online meeting using the WebEx integration to Microsoft Outlook and to send meeting invitations, be aware of the following:

  • The WebEx integration to Outlook provides basic options for scheduling a meeting. Some options that appear on your WebEx site may not be available in the WebEx integration to Outlook.

     

  • The WebEx integration to Outlook does not support all the recurrence options that are available in Microsoft Outlook.

     

  • In any meeting invitations that you send from Microsoft Outlook, the meeting's start time appears in the time zone that is set on your computer, and may not match the time zone preferences you have set on your WebEx site.

     

Schedule a WebEx Meeting

         
1   To schedule a WebEx Meeting, do one of the following:
  • Select the WebEx icon on the Mac menu bar, and select Schedule WebEx Meeting.
  • Select New items > Meeting or Appointment or, from the Microsoft Outlook calendar, select New Meeting or New Appointment.
  • In Microsoft Outlook, select Schedule WebEx Meeting from the Cisco WebEx Menu.
2   In the Outlook meeting or appointment, specify general meeting information:
  • Type a topic for the meeting in the Subject box.
  • In the Start time and End time lists, specify the start and end times for the meeting, respectively.
  • (Optional) To specify a recurrence pattern for your meeting, select Recurrence, and then select recurrence options. For information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitations for the WebEx Integration to Outlook.

  • (Optional) Select Room Finder or Scheduling > Add Rooms to schedule a TelePresence room to allow users to join from a TelePresence device.

    Note      

    If your WebEx site and account support Meeting Center video conferencing, when you add the TelePresence room as a room resource, invitees can select Join Meeting directly from the TelePresence device. This feature is also known as One Button to Push (OBTP).

  • (Optional) Specify other options that Microsoft Outlook provides, such as a meeting notification.
3   Enter the names or email addresses of those to invite to the meeting in the To box.
Note      

If your WebEx site and account support Meeting Center video conferencing, when you schedule a WebEx meeting, the meeting invitation includes information that allows invitees to join from video systems and applications.

4   Select Change Settings to specify WebEx Meeting settings for the following.
  • (Optional) Select the Meeting Template to use for the meeting.
  • (Optional) Enter a meeting password for WebEx invitees. If a meeting password is required by your site, an asterisk appears next to the box.
  • (Optional) Check Exclude password from email invitation to make your meeting more secure.
  • (Optional) Select any alternate hosts you want for the meeting from the list of invitees. For more information, see https://help.webex.com/docs/DOC-10607.
5   Select Show Advance Settings to specify the following settings:
  • Select the Meeting type.
  • Select the Audio connection.
  • Check Require invitee registration to choose whether attendees need to register before the meeting.
  • Check Automatically accept all registration requests to accept all registration requests.
6   Select OK.
7   Select Send to send the meeting invitations to the people you have invited.

Schedule a Personal Conference or Audio-Only Meeting

If you are using telephony service provider (TSP) audio, you can schedule an Audio-Only meeting instead.

         
1   To schedule a Personal Conference Meeting, do one of the following:
  • Select the WebEx icon on the Mac menu bar, and select Schedule Personal Conference Meeting or Audio-Only Meeting.
  • Select New items > Meeting or Appointment or, from the Microsoft Outlook calendar, select New Meeting or New Appointment.
  • In Microsoft Outlook, select Schedule Personal Conference Meeting or Audio-Only Meeting from the Cisco WebEx Menu.
2   In the Outlook meeting or appointment, specify general meeting information:
  • Type a topic for the meeting in the Subject box.
  • In the Start time and End time lists, specify the start and end times for the meeting, respectively.
  • (Optional) To specify a recurrence pattern for your meeting, select Recurrence, and then select recurrence options. For information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitations for the WebEx Integration to Outlook.

  • (Optional) Specify other options that Microsoft Outlook provides, such as a meeting notification.
3   Enter the names or email addresses in the To box to invite people to the meeting.
4   Select Change Settings to specify Personal Conference meeting settings for the following.
  • (Optional) Enter a meeting password for WebEx invitees. If a meeting password is required by your site, an asterisk appears next to the box.
  • (Optional) Check Exclude password from email invitation to make your meeting more secure.
  • (Optional) Select any alternate hosts you want for the meeting from the list of invitees. For more information, see https://help.webex.com/docs/DOC-10607.
5   Select Show Advance Settings to specify the following settings:
  • Select the Meeting type.
  • Select the Audio connection.
  • Check Require invitee registration to choose whether attendees need to register before the meeting.
  • Check Automatically accept all registration requests to accept all registration requests.
6   Select OK.
7   Select Send to send the meeting invitations to the people you have invited.

Schedule a WebEx and TelePresence Meeting

  
          
1   To schedule a WebEx and TelePresence Meeting, do one of the following:
  • Select New items > Meeting or Appointment or, from the Microsoft Outlook calendar, select New Meeting or New Appointment.
  • In Microsoft Outlook, select Schedule WebEx and TelePresence Meeting from the Cisco WebEx Menu.
    Note      

    You will need to enter the WebEx and TelePresence settings before you specify the general meeting information.

  • Select the WebEx icon on the Mac menu bar, and select Schedule WebEx and TelePresence Meeting.
    Note      

    You will need to enter the WebEx and TelePresence settings before you specify the general meeting information.

2   In the Outlook meeting or appointment, specify general meeting information:
  • Type a topic for the meeting in the Subject box.
  • In the Start time and End time lists, specify the start and end times for the meeting, respectively.
  • (Optional) To specify a recurrence pattern for your meeting, select Recurrence, and then select recurrence options. For information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitations for the WebEx Integration to Outlook.

  • (Optional) Specify other options that Microsoft Outlook provides, such as a meeting notification.
3   Enter the names or email addresses of those to invite to the meeting in the To box.
Note      

If you selected Appointment to schedule your meeting, select Invite Attendees to see the To box.

4   Select Add WebEx and TelePresence from the Add WebEx Meeting menu.
5   In the WebEx and TelePresence dialog box, specify the WebEx options for your meeting:
  1. (Optional) Enter a meeting password for WebEx invitees. If a meeting password is required by your site, an asterisk appears next to the box.      
    Note             

    A WebEx meeting password is different from the PIN you can specify for a TelePresence meeting.

          
         
  2. (Optional) Check Exclude password from email invitation to make your meeting more secure.
  3. (Optional) Select any alternate hosts you want for the meeting from the list of invitees. An alternate host is someone who has permission to start and host your meeting when you cannot attend it yourself. For more information, see https://help.webex.com/docs/DOC-10607.
  4. (Optional) Select Advanced WebEx Settings to specify the following details:
    • Choose the Meeting type.

       

    • Choose the Audio connection.

       

    • Check Require invitee registration to choose whether attendees need to register before the meeting.

       

    • Check Automatically accept all registration requests to accept all registration requests.

       

6   In the WebEx and TelePresence dialog box, specify the TelePresence options for your meeting:
  1. Enter the TelePresence room to use for your meeting

    The systems you select are added to the To and Location boxes in the meeting window.

  2. (Optional) Enter the number of additional video call-in participants that can call in to the meeting in Add video call-in participants.     
    Note      

    This option lets you reserve capacity for more people to join using personal video conferencing systems such as the Cisco TelePresence EX Series and devices running Cisco Jabber Video applications. The number you enter excludes any TelePresence systems you add in the To and Location boxes. You should be aware of the recommended number for your site and do not exceed that recommended limit.

               
  3. (Optional) Select Advanced TelePresence Settings to specify the following details:
    • Meeting PIN: Create a numeric password to keep random people from calling in to the TelePresence meeting. The PIN is included in the email invitation

       

    • Billing code: Enter the billing code for this meeting if your administrator has not already specified one.

       

    • Meeting connection type: Select the connection to use, such as One Button to Join.

       

    • Add call-in connection: Select + to add a call-in connection, select Video or Audio for the connection type, and then specify the number of people who can call in using the selected connection type. The number technically refers to the number of devices; if four people join the meeting on one device, it counts as one.

       

    • Add call-out connection: Select + to add a call-out connection, select SIP Audio, SIP Video, IP Audio, IP Video, or ISDN Audio for the connection type, and then enter the invitees' contact information. Their devices are automatically connected at the scheduled starting time.

       

7   Select OK.
8   Select Send to send the meeting invitations to the people you have invited.

Schedule a Personal Room Meeting

When you schedule a Personal Room meeting, the meeting takes place in your Personal Room, and the link to join the meeting is your Personal Room URL.

      
1   To schedule a Personal Room Meeting, do one of the following:
  • In Microsoft Outlook select Schedule Personal Room Meeting from the Cisco WebEx menu.
  • Select the WebEx icon on the Mac menu bar, and select Schedule Personal Room Meeting.
  • Select New items > Meeting or Appointment or, from the Microsoft Outlook calendar, select New Meeting or New Appointment and select Add Personal Room from the Add WebEx Meeting menu.
Note      

If your WebEx site and account support Meeting Center video conferencing, when you schedule a Personal Room meeting, the meeting invitation includes information that allows invitees to join from video systems and applications.

2   Do the following to specify general meeting information:
  • Type a topic for the meeting in the Subject box.
  • In the Start time and End time lists, specify the start and end times for the meeting, respectively.
  • (Optional) To specify a recurrence pattern for your meeting, select Recurrence, and then select recurrence options. For information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitations for the WebEx Integration to Outlook.

  • (Optional) Select Rooms or select Scheduling assistant > Add Rooms to schedule a TelePresence room to allow users to join from a TelePresence device.

    Note      

    If your WebEx site and account support Meeting Center video conferencing, when you add the TelePresence room as a room resource, invitees can select Join Meeting directly from the TelePresence device. This feature is also known as One Button to Push (OBTP).

  • (Optional) Specify other options that Microsoft Outlook provides, such as a meeting notification.
3   Enter the names or email addresses of those to invite to the meeting in the To box.
Note      

If you selected Appointment to schedule your meeting, select Invite Attendees to see the To box.

4   Select Send to send the meeting invitations to the people you have invited.

Edit a Scheduled Meeting

 

Once you schedule a meeting using WebEx integration to Outlook, you can use Outlook to edit it at any time. For example, you can change its start time, specify a new password, choose a different audio connection option, and so on.

   

Once you edit a scheduled meeting, integration to Outlook sends an updated meeting invitation to the attendees whom you invited to the meeting and also updates the meeting information on your WebEx site.

   

Note


   

If you reschedule a single occurrence of a recurring WebEx meeting using Microsoft Outlook, the changes will also show on your WebEx site.

   
  
     
1   On your Microsoft Outlook calendar, open the item for the scheduled meeting.
2   You can change any of the following:
  • To change WebEx meeting settings, select Change Settings.
  • To add or change a recurrence pattern, select Recurrence.     
  • To edit the text in the meeting invitation email message, do it on the Appointment window.
3   Do one of the following, as appropriate:
  • To send the updated meeting invitation to invited attendees and save the updated meeting in your Outlook calendar, select Send Update.

  • To save the updated meeting to your Outlook calendar, select Save and Close.

Cancel a Scheduled Meeting

If you schedule a meeting using the integration to Outlook, you can cancel the meeting in Outlook.

You can use the Cancel WebEx Meeting, Cancel Personal Room Meeting, or Cancel Personal Conference Meeting button from the WebEx toolbar in Outlook to cancel and remove the WebEx information from the Outlook meeting or appointment. You may want to do this if you are changing the type of WebEx meeting; for example, if you originally scheduled a WebEx meeting and want to change it to a Personal Room meeting.


Note


   
  • If you cancel a WebEx meeting using your WebEx site, your changes will not show in Microsoft Outlook. For example, if you cancel the meeting using your site, the meeting does not cancel on your Outlook calendar. Therefore, we recommend that you use only Outlook to cancel a meeting. Editing a meeting using your Webex site that was scheduled using Outlook is not an option.

     

  • If you cancel a single occurrence of a recurring WebEx meeting using Microsoft Outlook, the changes will also show on your WebEx site.

     

  • If you save the meeting or appointment after using one of these canceling buttons and you have not added another WebEx meeting, Personal Room meeting, or Personal Conference meeting, it becomes a regular Microsoft Outlook meeting with no WebEx information.

     

   

You can also cancel a meeting from the Microsoft Outlook calendar as described below.

      
1   On your Microsoft Outlook calendar, open the item for the scheduled meeting.
2   Select Cancel.
3   Select Yes in the confirmation message.
4   Select Send Cancellation.

Recurrence Pattern Limitations for the WebEx Integration to Outlook

The following table shows the differences between WebEx and Microsoft Outlook recurrence patterns.

                   
Table 1 WebEx Meetings
      

Type      

      
      

Outlook Option      

      
      

Converted to WebEx Meeting Option      

      
      

Weekly      

      
      

Every [X] weeks on: [Sunday, Monday, Tuesday, Wednesday,       Thursday, Friday, Saturday]      

      

For Event Center events and Training Center training sessions:

Every week on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

If you schedule a meeting that repeats every X week, where X is greater than 1, in Microsoft Outlook, the meeting is scheduled in Outlook as you specified, but appears as a weekly meeting on your WebEx site.

The week start always points to the default value Sunday. Customization is not supported, so if you change the week start to a different day, the week start is not synchronized with the WebEx site.

      

Monthly      

      

The [first, second, third, fourth, last] day Not supported of every month

      

Not supported      

                   
      

The [first, second, third, fourth, last] weekday or weekend day      

      
      

Not supported      

      
      

Yearly      

      
                   

[first, second, third, fourth, last] [day, weekday, weekend day]       of [January....December]      

      
                   

Not supported.      

      
                               
Table 2 WebEx Personal Conference Meetings
      

Type      

      
      

Outlook Option      

      
      

Converted to WebEx Personal Conference Meeting Option

      
      

Monthly             

      
      

Day [X] of every [y] month

      

Day [X] of every month.

The [first, second, third, fourth, last] weekday or weekend day

Not supported      

      

Yearly

      

Every [January....December] [1,....31]

      

Not supported      

                   
      

[first, second, third, fourth, last] [day, weekday, weekend day] of [January....December]      

      
      

Not supported      

      

[first, second, third, fourth, last] [Sunday, Not supported. Monday, Tuesday, Wednesday, Thursday, Friday, Saturday] of [January....December]

Not supported      

End date

             

No end date.

If time period is longer than one year, it is converted to one year.

End after [x] occurrences.

If time period is longer than one year, it is converted to one year.

                   

End by [date input]

      
                   

If time period is longer than one year, it is converted to one year.

      

 


Attachments

    Outcomes