Schedule a Meeting in Microsoft Outlook for Windows

Document created by Cisco Documentation Team on Sep 20, 2016Last modified by Cisco Documentation Team on May 2, 2017
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Schedule a Meeting Prerequites

To schedule an online meeting using the WebEx integration to 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 meeting, do one of the following:
  • Select New items > Meeting or Appointment or, from the Microsoft Outlook calendar, select New Meeting or New Appointment.
  • Select the Schedule icon on the WebEx Productivity Tools panel.
  • Select Schedule Meeting > Schedule WebEx Meeting on the Microsoft Outlook toolbar.
    Note      

    You will need to enter the WebEx 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 Limitation 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.

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 Add WebEx Meeting.

This step is not necessary if you selected Schedule WebEx Meeting in step 1.

5    In the WebEx Settings dialog box complete the following:
  • (Optional) Under the Meeting Information section, you can make changes to the general meeting options.
  • (Optional) Select the Audio & Tracking tab to choose the audio connection type and other related options.
  • (Optional) Select the Registration tab to choose whether attendees need to register before the meeting.
  • (Optional) Select the Resources tab to specify the following options:
    • Select a different Meeting Info tab to be displayed in the meeting window.

       

    • Select one or more of the attendees for your meeting to be alternate hosts for the meeting. 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.

       

    • Specify a presentation to upload so that it will play automatically for attendees before you join the meeting.

       

6    Select OK.
7    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:
  • From Microsoft Outlook, select New items > Meeting or Appointment or, from the Outlook calendar, select New Meeting or New Appointment. When the Meeting or Appointment window opens, select Add Personal Room.
  • From the Microsoft Outlook, select Schedule a Meeting > Schedule a Personal Room meeting.
  • Select the Schedule icon on the WebEx Productivity Tools panel and select Add Personal Room.
 
Note      

If your WebEx site and account support Meeting Center video conferencing, when you schedule a WebEx meeting, the meeting invitation will include 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 Limitation 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.

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 New items > Meeting or Appointment or, from the Microsoft Outlook calendar, select New Meeting or New Appointment.
  • Select the Schedule icon on the WebEx Productivity Tools panel.
  • Select Schedule Meeting > Schedule Personal Conference Meeting or Schedule Audio Only Meeting on the Microsoft Outlook toolbar.
    Note      

    You will need to enter the WebEx 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 Limitation 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.     
Note      

If you selected Appointment to schedule your meeting, select Scheduling Assitant to see the To box.

          
4    Select Add Personal Conference Meeting.

This step is not necessary if you selected Schedule Personal Conference Meeting in step 1.

5    If necessary, enter the Personal Conference Meeting information requested.
6    If necessary, In the WebEx Settings Audio & Tracking tab, choose the audio connection type and other options required.
7    (Optional) Select the Resources tab to add alternate hosts.

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.

8    Select OK.
9    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, WebEx 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 tab.
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 Meeting.
3    Select Yes in the confirmation message.
4    Select Send Cancellation.

Recurrence Pattern Limitation 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.

       
 

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