WebEx and TelePresence Integration to Outlook Overview

Document created by Cisco Documentation Team on Nov 2, 2016Last modified by Cisco Documentation Team on Sep 6, 2017
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WebEx and TelePresence Integration to Outlook


WebEx Productivity Tools with TelePresence are a suite of tools that allow you to quickly schedule, start, and join meetings from various applications on your computer. After installing Productivity Tools, you have the WebEx Productivity Tools panel and integrations to Microsoft Outlook, Microsoft Office, web browsers, and instant messengers

This add-in application in Outlook provides a convenient way for you to schedule a WebEx and TelePresence meeting that allows people to join using WebEx Meeting Center or a TelePresence system. After you schedule a WebEx and TelePresence meeting in Outlook, invitees receive an email invitation that contains the link for joining the WebEx meeting and information for joining the TelePresence meeting.

Using the integration, you can also schedule WebEx-only and TelePresence-only meetings.

When scheduling a meeting, you can invite people and reserve TelePresence rooms or systems and add video call-in participants from within Outlook. People you invite to a meeting do not need to use WebEx Productivity Tools or the Outlook integration to join the meeting.


Note


You can use the WebEx and TelePresence integration only if both your WebEx site and your account have been enabled for it.


If your site administrator has enabled you for both WebEx and TelePresence meetings and Meeting Center video conferencing, you will only be able use WebEx Productivity Tools to schedule Meeting Center video conferencing. You will not be able to schedule WebEx and TelePresence meetings.

The integration also provides quick access to the following from Outlook:

  •    

    Your WebEx account settings

       

  •    

    Your Preferences page on your WebEx site, where you can give scheduling permission to another host

       

  •    

    A Meet Now button, which lets you start an instant WebEx-only meeting or a WebEx-only Personal Room meeting without having to schedule it

        

    To provide security for your meetings, the integration uses 128-bit SSL (Secure Sockets Layer) encryption for all data it sends to and retrieves from your WebEx site.

       


Note


  
  • When you have the WebEx and TelePresence integration, you can have Personal Room meetings, but users can only join using WebEx. Personal Room meetings do not currently support users joining from TelePresence systems.

     

  • For information on the WebEx Integration to Outlook for users who are not TelePresence users, refer to the WebEx Integration to Outlook for Windows Users Guide.

     

   

What Is a CMR Hybrid Meeting with WebEx and TelePresence?

WebEx Productivity Tools with TelePresence Collaboration Meeting    Rooms (CMR) Hybrid integration enables Cisco WebEx Meeting Center and Cisco    TelePresence to work together in a joint meeting.  

   

During a CMR Hybrid meeting, you can see live video of both    WebEx and TelePresence participants.  

   

The participant list in the WebEx meeting displays the    TelePresence participants in one aggregate label, "TelePresence systems." The    participant list on the TelePresence system displays each individual WebEx    participant.  

   

If a TelePresence participant connects the VGA or HDMI cable to    a laptop and starts screen sharing, all participants, including the WebEx    participants, can see the shared content. If a WebEx presenter starts sharing,    all participants, including the TelePresence participants, can see the shared    content.  

   

You can record video, audio, sharing, chat, and polling for CMR    Hybrid meetings. Press     Record     as you normally would in your WebEx meeting and your    recordings appear in your     My Files > My     Recorded Meetings list in the My WebEx section. CMR Hybrid meeting    recordings are in MP4 format. Video is recorded at 360 p.  

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 WebEx and TelePresence Meeting: Select this to schedule a WebEx and TelePresence meeting, WebEx-only meeting, or TelePresence-only 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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