Schedule Meetings with WebEx and TelePresence Integration to Microsoft Outlook for Windows

Document created by Cisco Documentation Team on Oct 7, 2016Last modified by Dave DeCarlo on May 25, 2017
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Schedule a Meeting Prerequisites


  

In order for you to schedule a WebEx and TelePresence meeting, your administrator has to enable WebEx and TelePresence meetings (CMR Hybrid meetings) for your site, enable WebEx and TelePresence for your account, and enable the Meeting Center Pro TelePresence meeting type for your account. For more information, contact your administrator.

Review the following before you schedule a meeting using the WebEx and TelePresence integration to Microsoft Outlook:  
  • The integration to Outlook for WebEx and TelePresence options for scheduling a meeting. Not all scheduling options are available in this integration.

     

  • The integration to Outlook for WebEx and TelePresence does not support all the recurrence patterns that are available in Outlook. In addition, it does not support making an exception to the recurring meeting series, or a change to a single occurrence of a meeting series.
  • In any meeting invitations that you send from Outlook, the meeting start time, by default, appears in the time zone that is set on your computer, instead of in the time zone that is set in the site preferences for your WebEx site. You can specify a different time zone for a meeting in Outlook; the meeting start time appears in the correct time on each invitee's Outlook calendar.

     

  •     

    If you need to edit or cancel a meeting that you scheduled using the integration to Outlook, edit or cancel the meeting in Outlook, not on your WebEx site.

        

  •     

    If you use Outlook to modify meeting settings for a recurring meeting, apply the changes to the entire series of the meeting. If you apply the changes to just a single occurrence of a recurring WebEx and TelePresence meeting, the changes take effect in Outlook and your TelePresence scheduling system, but not on your WebEx site.

        

  • While scheduling a meeting, you can create a numeric password to keep random people from calling in to the TelePresence meeting. This option is in the Advanced TelePresence section. A TelePresence meeting PIN is different from a WebEx meeting password.

     

   
   

Note


  • The host and the attendees receive the same email invitation. Email invitations do not contain any confidential host information, such as the host key or host access code. Hosts are able to locate their host key or host access code by signing in and viewing the Meeting Information via the browser or WebEx Meetings mobile app.

     

  • When scheduling meetings, do not schedule more than two meetings for the same time period, because you cannot be the host of two meetings that are active at the same time. Even if you allow alternate hosts to start your meetings without you, you are still considered to be the host of the meetings that you schedule, unless you are a delegate of a host.

     


Schedule a WebEx and TelePresence Meeting

  

Using the integration to Outlook, you can schedule a WebEx and TelePresence meeting (CMR Hybrid meeting) that allows people to join using WebEx Meeting Center or TelePresence.


Note


For some telephony service provider (TSP) audio accounts, if you schedule two adjacent WebEx and TelePresence meetings, with the second one scheduled to start immediately after the first one ends, and if the TelePresence scheduling system automatically extends the first meeting past the scheduled end, the second meeting will end automatically because the same TSP audio account host access code cannot be used for both meetings at the same time. To work around this problem, you can set up two different TSP audio accounts with different host access codes, and use one account for the first meeting and the other account for the second meeting. Another option is to ask your administrator to turn off the option for the TelePresence system that automatically extends the 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 and TelePresence Meeting on the Microsoft Outlook toolbar.
    Note      

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

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.

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 starting and ending 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.

  • Enter the meeting location in the Location box.
3   Enter the names or email addresses of those to invite to the meeting in the To box.
4   Select Add WebEx and TelePresence. This step is not necessary if you selected Schedule a WebEx and TelePresence Meeting in step 1.
5   In the Meeting Options panel, specify the WebEx and TelePresence options for your meeting:
  • Check Allow people to join using WebEx.

    This option is always unchecked by default. Select it each time you schedule a meeting and want to add WebEx to it.

         
  • 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.

         
  • (Optional) Select Exclude password from email invitation to make your meeting more secure.
  • (Optional) In the Select Alternate Hosts box, check the names of one or more attendees who you would like to designate as alternate hosts who can run the meeting without you. For details, see https://help.webex.com/docs/DOC-10607.
6   (Optional) Select Advanced WebEx Settings to specify details for the following:
  1. (Optional) Under the Meeting Information section, you can make changes to the general meeting options.
  2. (Optional) Select the Audio & Tracking tab to choose the audio connection type and other related options.
  3. (Optional) Select the Registration tab to choose whether attendees need to register before the meeting.
  4. (Optional) Select the Resources tab to specify the following options:
    • Select a different Meeting Info tab to be displayed in the meeting window.

       

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

       

7   Select Add TelePresence Rooms.    
8   In the Select Add TelePresence Rooms, select the TelePresence Rooms or systems that you want to add to your meeting.

The systems you select are added to the To and Location boxes in the meeting window. See Add TelePresence Systems During Scheduling.

9   (Optional) Enter the number of extra video call-in participants that can call in to the meeting in Add video call-in participants.

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.

10   (Optional) Select Advanced Telepresence Settings to specify more details such as call-in and call-out settings. For details, see Advanced TelePresence Options.
11   Select OK.
12   Select Send.

Schedule a WebEx-Only Meeting

 

Using the integration to Outlook, you can schedule a WebEx meeting, without having to go to your WebEx site.

   
           
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 and TelePresence 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 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. Ensure there are no TelePresence rooms added to the To or Location boxes.
Note      

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

4   Select Add WebEx and TelePresence     .

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

5   In the Meeting Options panel, specify the WebEx options:
  • Select Allow people to join using WebEx.

    This option is always unchecked by default. Select it each time you schedule a meeting and want to add WebEx to it.

         
  • Enter a meeting password for WebEx invitees. If a meeting password is required by your site, an asterisk appears next to the box.
  • (Optional) Select Exclude password from email invitation to make your meeting more secure.
  • (Optional) In the Select Alternate Hosts box, check the names of one or more attendees who you would like to designate as alternate hosts who can run the meeting without you.      For more information, see https://help.webex.com/docs/DOC-10607.
6   (Optional) Select Advanced WebEx Settings to specify more details such as audio connection and registration.
  1. (Optional) Under the Meeting Information section, you can make changes to the general meeting options.
  2. (Optional) Select the Audio & Tracking tab to choose the audio connection type and other related options.
  3. (Optional) Select the Registration tab to choose whether attendees need to register before the meeting.
  4. (Optional) Select the Resources tab to specify the following options:
    • Select a different Meeting Info tab to be displayed in the meeting window.

       

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

       

7   Confirm that no options are selected in the TelePresence section of the Meeting Options panel, and that Add video call-in participants is set to 0.
8   Select OK.
9   Select Send to send the meeting invitations to the people you have invited.

Schedule a TelePresence-Only 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 and TelePresence Meeting on the Microsoft Outlook toolbar.
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 starting and ending 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.

3   Enter the names or email addresses of those to invite to the meeting in the To box.
4   Select Add WebEx and TelePresence Meeting Meeting.

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

5   Ensure that Allow people to join using WebEx is unchecked.
6   In the Meeting Options panel, specify the TelePresence options:
  • Select Add TelePresence Rooms.

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

  • (Optional) Enter the number of extra video call-in participants that can call in to the meeting in Add video call-in participants.

    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.

  • (Optional) Select Advanced TelePresence Settings to specify additional details such as call-in and call-out settings. For details, see Advanced TelePresence Options.
7   Select Send.

Add TelePresence Systems During Scheduling

Using the integration to Outlook, you can easily add TelePresence systems to a meeting that you are scheduling. The Select TelePresence Rooms dialog displays all the TelePresence systems in your organization. You do not need to comb through a large Global Address List in your organization.

       
       
1   Ensure that you are in a meeting window with the Meeting Options panel open.
2   Select Add TelePresence Rooms.
3   Browse to the systems or search using one of the following:
  • Search: Type text that is part of the name of a room. This does not search by location.

  • Location: Select a location to show only the rooms in the location.

4   Select the systems you want to add.
5   Select Rooms > OK.    

Alternatively, you can use the Outlook address book or Room Finder to search for TelePresence systems among all the rooms in your organization. However, the rooms equipped with TelePresence may not be easily identified in a list, and their locations may not be clear.

Note      

Any TelePresence rooms you select must also be listed in the Cisco TelePresence Management Suite Extension for Microsoft Exchange (Cisco TMSXE); otherwise they will not be scheduled.

         

Schedule a Personal Conference or Audio-Only Meeting

Using the integration to Outlook, you can schedule a WebEx Personal Conference meeting. With a Personal Conference meeting, you start the audio portion first, but an online portion is always available to join.

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 in the Outlook window.
    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 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.    
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   In the WebEx Settings dialog 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.
    • If you are using WebEx Audio, select Personal Conferencing, and then select the Personal Conferencing account you want to use.

       

    • If you have not specified a Personal Conferencing account yet, you need to generate one.

       

    • If you are using telephony service provider (TSP) audio, select Teleconferencing Service, and then select the Personal Conferencing account you want to use.

       

  • (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.

       

7   Select OK.
8   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.

Advanced TelePresence Options

  

These options help you customize your TelePresence meeting.  

    
               
      

Option      

      
      

What you can do with the option      

      
      

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. Invitees must enter the PIN to join the TelePresence meeting.

       

A TelePresence meeting PIN is different from a WebEx meeting password.

      
      

Billing code

      
      

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

       

The TelePresence billing code is different from the WebEx tracking code.

      
      

Scheduled systems            

      
      

These options define how the scheduled TelePresence systems connect to the meeting at the scheduled starting time:      

One Button to Join: 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).

Join Automatically: Allow the scheduled systems to connect automatically to the meeting at the starting time.

              

Select Meeting to Join: A button that represents the meeting and call-in information is available on the scheduled systems. Choose this option to let participants select the button to join the meeting.

              

For systems that do not support this option, forward invitees the email invitation, which includes the call-in information.

Reserve Rooms Only: Reserve the physical rooms but allow no connection with the systems at the starting time.

             
      

TelePresence call-in and        call-out settings              

      
      

Select Add to specify connection methods for devices or systems that are not on the list of scheduled systems.

Call In tab

       

Select a connection type, SIP Audio or SIP Video, 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.

You can forward invitees the email invitation, which includes the call-in information.

Note      

The number you specify in Allow X people to call in for joining using the SIP Video connection type corresponds to the number in Allow X more people to join using video devices on the Meeting Options panel.

                     

Call Out tab

       

Select a connection type, IP Video, IP Audio, ISDN Video, ISDN Audio, SIP Video, or SIP Audio, and enter the invitees' contact information. Their devices are automatically connected at the scheduled starting time.

              

Editing settings      

To edit or delete a connection method you have added, select Edit or Delete, as appropriate.

             
   

Recurrence Pattern Limitations for the WebEx Integration to Outlook

The recurrence options that you can use with the integration to Outlook are limited to the options that are available on your WebEx site and in your TelePresence scheduling system. Depending on your WebEx or TelePresence service, the use of a recurrence pattern may not be supported.


Note


The CMR Hybrid integration does not support exceptions to a recurring meeting series; in other words, it does not support changes to an individual occurrence of the meeting series. Any changes you make to a CMR Hybrid meeting series should apply to the entire series.

WebEx-only meetings, however, do support exceptions to a recurring meeting series.


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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