Productivity Tools: Using WebEx Meet Now--Desktop Client (WBS29.13, WBS30)

Document created by roeakins on Mar 3, 2015Last modified by rruman on Oct 20, 2015
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Introduction

As part of the Cisco WebEx Productivity Tools, Meet Now is a simple way to start and join meetings and send meeting invitations directly from your desktop, without logging into your WebEx service site or navigating Web pages.

Note: If WebEx Productivity Tools are not installed on your system, navigate to your WebEx service site and select Support > Downloads from the left navigation panel. For detailed instructions, see Productivity Tools: Installing and Configuring (WBS29.13, WBS30).

Meet Now also integrates with applications such as Microsoft Office and Outlook, IBM Lotus Notes, Web browsers and instant messengers. The Microsoft Outlook and IBM Lotus Notes integrations give you access to their address books.

 

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Starting an Instant Meeting

1. Double click the WebEx Productivity Tools icon in the taskbar or on your desktop. The WebEx Meet Now panel appears.

2. Type the email addresses of people you want to invite to your meeting. Type a semi-colon between multiple addresses. You may enter up to 16 addresses.

PT Dialog.png

    • To select from your Outlook or Lotus Notes address book or contacts folder, click Address Book icon.

3. Click Meet Now. The meeting starts and invitations are sent. The Meet Now button changes to Invite to Meeting.

 

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Inviting Attendees to a Meeting

You can invite additional attendees to your meeting after it has started from the Meeting window, from the Meet Now panel, or by forwarding the meeting confirmation email.

 

From the Meeting window:

  1. On the Quick Start page, click Invite & Remind.
  2. Type the email addresses of people you want to invite, then click Send. Meeting invitations are sent.

 

From the Meet Now panel:

  1. If the Meet Now panel is not displayed, click the WebEx Productivity Tools icon in the taskbar or on your desktop.
  2. Type the email addresses of people you want to invite, then click Invite to Meeting. Meeting invitations are sent.

 

From your inbox:

  1. Locate the meeting confirmation email in your inbox. It will have (Forward to Attendees) in the subject line.
  2. Click Forward, type the email addresses of people you want to invite, then click Send.

 

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Join a Meeting in Progress

If you have the host’s email address, or the meeting number, you can use the Meet Now panel to join any meeting in progress. The host can choose to accept or reject your request to enter the meeting (if this option has been enabled in WebEx site administration).

 

To join a meeting in progress:

1. If the Meet Now panel is not displayed, click the WebEx Productivity Tools icon in the taskbar or on your desktop.

2. Enter the host’s email address or the meeting number.

3. Click Join Meeting. You are connected to the meeting, unless:

    • The meeting has not started.
    • You do not have an account on the WebEx site where the meeting is being held.
    • The email address or meeting number you entered is incorrect.

4. Depending on the host’s settings, wait for the host’s approval or enter the meeting password to join. Once you join, the controls on your Meet Now panel are deactivated.

 

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Starting a Scheduled Meeting

  1. If the Meet Now panel is not displayed, click the WebEx Productivity Tools icon in the taskbar or on your desktop.
  2. Click Start Scheduled Meeting.A list of today’s scheduled meetings appears.
  3. Click the meeting you want to start, then click Start. The meeting starts.

Note: If you have not previously invited attendees, you can do so during the meeting using one of the methods described under Inviting Attendees to a Meeting.

 

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Scheduling a Meeting

WebEx Productivity Tools enable you to schedule meetings using Microsoft Outlook and IBM Lotus Notes.

 

To schedule a meeting:

  1. If the Meet Now panel is not displayed, click the WebEx Productivity Tools icon in the taskbar or on your desktop.
  2. Click Schedule Meeting. A new appointment message or calendar entry appears, depending on the scheduling program you have specified in WebEx Settings > Tools.

Note: If Schedule Meeting is not displayed in the Meet Now panel, click Edit WebEx Settings, click the Preferences tab, then select Show scheduling function in Productivity Tools panel.

 

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Editing WebEx Settings

You can edit your Meet Now options at any time from the Meet Now panel, or from any application that uses Productivity Tools integration.

 

  1. If the Meet Now panel is not displayed, click the WebEx Productivity Tools icon in the taskbar or on your desktop.
  2. Click Edit WebEx Settings. The WebEx Settings dialog opens.

 

To edit settings for your Meet Now panel:

  1. Select the "Meet Now" Settings tab.
  2. Choose the options you want, then click OK.

 

To selectively disable Productivity Tools:

  1. Select the Tools tab.
  2. Clear the check boxes to remove Productivity Tools from a program, then click OK.

 

To edit settings for instant meetings:

  1. Select the Instant Meetings tab.
  2. Choose the options you want, then click OK.

 

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Starting a Meeting

You can start a meeting from any application on your computer that has WebEx Productivity Tools enabled.

 

Email:

 

Click...To...
Meet Now button.pngConnect to your WebEx site to start and host a meeting.

 

An Instant Messenger:

 

Click...To...
Start meeting from chat using PT.pngStart a meeting from a chat window. If you are chatting with one person, that person receives a personalized meeting invitation. If you are in a multi-chat window, each person receives a generic meeting invitation.

 

Microsoft Office:

 

Click...To...
Share this file.pngStart a meeting and share the item as an application, allowing attendees to work in the application in real time.

 

A Web Browser:

 

Click...To...
Share Browswer.png

Connect to your WebEx site to start a meeting and share your Web browser. Or, click WebEx, to select from additional options.

 

Note: Right-click an application or file icon on your computer, then click Share in WebEx Meeting to start a meeting and share the application or file.

 

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