Productivity Tools: Integrate WebEx into Outlook (WBS29.13, WBS30)

Document created by rruman on May 5, 2015Last modified by rruman on Oct 19, 2015
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Introduction

WebEx Integration to Outlook enables you to easily schedule, start, or join WebEx meetings using Microsoft Outlook. If you have installed WebEx Productivity Tools, the WebEx toolbar appears in the Outlook Ribbon.

Note: If you have not installed Productivity Tools, navigate to your WebEx service site and select Support > Downloads. For detailed instructions, see Productivity Tools: Installing and Configuring (WBS29.13, WBS30).

 

With Integration to Outlook, you can invite attendees using any of your Outlook address lists. After you send a meeting invitation, the meeting automatically appears on your Outlook calendar. Attendees do not need to use Outlook integration to join the meeting.

 

This document covers Integration to Outlook 2010.

 

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Specifying Account Settings

After you have installed Productivity tools, and before using Outlook to schedule a WebEx meeting, you need verify and update your account settings from Outlook.

 

To access your account information:

1. On the Outlook Ribbon, click Schedule Meeting, then select Account Settings.

Schedule_Meeting_menu_Account_Settings.png

The WebEx Settings dialog appears.

2. Your WebEx account information was automatically configured during productivity tools installation.

    • Verify your WebEx site URL and user name
    • Enter your password.
    • Check your settings for Meet Now, Scheduled Meetings, Preferences and Tools.

3. When finished, click Apply, then click OK. The Communicating with server message is displayed while your login information is verified and saved.

 

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Scheduling a WebEx Meeting

While you are scheduling an on-site meeting from Outlook, you can easily add a WebEx meeting so that attendees who are not on-site can participate online.


To schedule a WebEx meeting:

1. Click Schedule Meeting in the Outlook Ribbon. A new appointment window opens.

2. Enter the meeting information as you normally would.

3. Click Add WebEx Meeting, then select Add WebEx Meeting.

Add_WebEx_Meeting_menu_Add_WebEx_Meeting.png

The WebEx Settings dialog appears.

 

4. Enter a meeting password.

Note: Modify settings as necessary. Refer to the tables following step 6 for explanations of the available features.

5. When you have finished scheduling and modifying settings, click OK.

6. Click Send. Attendees will receive an email invitation with a link to the meeting, and the meeting will be added to your Outlook calendar and to the scheduled meetings list on your My WebEx page.

 

Meeting Information:

 

Use this option...To...
Meeting templateSelect a template to use for the meeting. Templates are created on your WebEx service site and determine the basic settings that will be used for the meeting.
Service typeSelect the type of WebEx session you want to schedule. This option lists only the session types available for your site and user account.
Exclude password from invitationIf you select this option for added security, you will need to communicate the password to attendees using another method.
List this meeting on the WebEx siteSelect this option to list this meeting on the Browse Meetings page of your WebEx site. If you clear this box, your meeting will not be listed.
Attendees can join the meeting...Select this option to allow attendees to join before the host. You must specify the number of minutes if you select this option.

 

Audio & Tracking:

 

Use this option...To...
Audio connection type

Select the type of audio connection you want to use.

  • WebEx Audio. Includes a WebEx integrated teleconference. Instructions for joining meeting audio appear on participants’ screens when they join the meeting.
  • Other Teleconference. Includes a teleconference that another service provides, such as a third-party teleconferencing service or internal teleconferencing system.
  • Use VoIP only. Participants can connect to meeting audio only using integrated VoIP.
  • None. Does not include teleconference or integrated VoIP. Participants will only able to communicate in the meeting using chat.
Tracking code
(Optional)
Verify that the correct tracking code is displayed, or click Select Tracking Code to select a new code.
Entry and exit toneSelect whether you want to hear a tone, or participants name's when they join and leave the meeting.

 

Registration:

 

Use this option...To...
Require Attendee RegistrationSpecify that all attendees must register to attend the meeting.
Automatically accept registration requestsAccept all registration requests automatically, and let all registrants attend the meeting.

 

Resources:

 

Use this option...To...
Alternate hostSpecify an alternate host for the meeting.
Info tab templatesDetermine the meeting details displayed on the Meeting Info tab.
Auto-play presentationUpload a presentation or document, in UCF format, to display while attendees are waiting for the meeting to start.

 

To start a scheduled meeting:

If you have scheduled a WebEx meeting from Microsoft Outlook, you can start it in any of the following ways.

  • Open the appointment on your Outlook calendar, then click the meeting link.
  • Click Schedule Meeting in the Outlook Ribbon, select My WebEx, locate the meeting, then click Start.
  • Click Schedule Meeting in the Outlook Ribbon, choose Start a Scheduled Meeting, select the meeting, then click Start.

 

To cancel a scheduled meeting:

  1. Open your Outlook calendar, then double-click the appointment. The Calendar Entry opens.
  2. Click the Cancel WebEx Meeting. The button changes to Add WebEx Meeting.
  3. Click Send Update. Attendees who received an invitation to the meeting will be notified that the WebEx portion of the meeting has been has been cancelled.

Note: This cancels only the WebEx portion of the meeting. It does not delete the meeting from your Outlook calendar.

 

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Changing a Recurring WebEx Meeting

You can change an occurrence of a recurring meeting from your Outlook calendar to:

  • Change the date and time

Note: The new date and time must be after the previous meeting in the series, and before the next meeting in the series.

  • Invite or remove attendees
  • Remove WebEx from a meeting series that includes WebEx.

Note: You cannot add WebEx to a meeting in a series that that does not already include WebEx.

 

To change an occurrence of a recurring meeting:

  1. Locate the meeting you want to change on your Outlook calendar.
  2. Double-click the meeting occurrence. The Open Recurring Item dialog is displayed.
  3. Select Open this occurrence, then click OK.
  4. Make your changes, then click Send Update. The meeting occurrence is updated on your Outlook calendar and on your WebEx site. Attendees are notified of the change.

 

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Starting an Instant WebEx Meeting

Click Meet Now in the Outlook Ribbon. A WebEx meeting is launched.

 

To specify options for instant meetings:

  1. Click Schedule Meeting  in the Outlook Ribbon, then select Account Settings. The Account Settings dialog appears.
  2. Click Meet Now Settings.
  3. Make any necessary changes, then click OK. The updated settings will be used the next time you start an instant meeting.

 

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Adding a Personal Conference Meeting

If you add a Personal Conference meeting, you can start meeting audio using your dedicated phone number and access codes. Once the meeting has started attendees can join the automatically created online portion from the Browse Meetings page.

Note: To add a Personal Conference meeting, you must have created one or more Personal Conference Number accounts.

 

To add a Personal Conference meeting:

1. Click Schedule Meeting in the Outlook Ribbon. A new appointment window opens.

2. Enter the meeting information as you normally would.

3. Click Add WebEx Meeting, then select Add Personal Conference.

Add_WebEx_Meeting_menu_Add_Personal_Conference_Meeting.png

The WebEx Settings dialog appears.

4. Modify settings as necessary, then click OK. The body of the invitation displays a confirmation that the WebEx meeting has been added.

5. Save the invitation. The body of the invitation is updated with instructions for joining the audio portion of personal conference and starting the optional online portion .

6. Send the invitation.

 

To start a Personal Conference meeting:

If you have scheduled a Personal Conference meeting from Microsoft Outlook:

  • Open the appointment on your Outlook calendar, then click the meeting link.

 

To cancel a Personal Conference meeting:

  1. Open your Outlook calendar, then double-click the appointment. The Calendar Entry opens.
  2. Click Cancel Personal Conference Meeting. The button changes to Add Personal Conference Meeting.
  3. Click Send Update. Attendees who received an invitation to the meeting will be notified that the WebEx portion of the meeting has been has been cancelled.

Note: This cancels only the Personal Conference portion of the meeting. It does not delete the meeting from your Outlook calendar.

 

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Starting an Impromptu Personal Conference Meeting

Once you have created one or more Personal Conference Number accounts, you can start impromptu Personal Conference Meetings from Outlook.

 

To start an impromptu Personal Conference Meeting:

1. Click Schedule Meeting in the Outlook Ribbon, then Select Start Personal Conference Meeting.

Schedule_Meeting_menu_Start_Personal_Conference_Meeting.png

The Start Personal Conference Meeting dialog appears.

2. Click Invite Attendees. A new appointment window opens. The Subject is prefilled with, "Please join my Personal Conference meeting now."

3. Enter the meeting information as you normally would, then click Send.

 

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Adding a Personal Room Meeting

If you add a Personal Room meeting, invited attendees can access your personal room by clicking the link in the invitation email, or in the appointment on their Outlook calendar.

 

To add your Personal Room meeting:

1. Click Schedule Meeting in the Outlook Ribbon. A new appointment window opens.

2. Enter the meeting information as you normally would.

3. Click Add WebEx Meeting, then select Add Personal Room.

Add_WebEx_Meeting_menu_Add_Personal_Room.png

The body of the invitation displays a confirmation that the WebEx meeting has been added.

4. Save the invitation.

The body of the invitation is updated with instructions for entering your personal room.

Email_Meeting_Invitation_Personal_Room_with_Video_address.png

5. Send the invitation.

Note: If you have not entered your personal room when attendees arrive, they will wait in the lobby until you enter, or until you admit them if you have locked the room.

 

To start a Personal Room meeting:

If you have scheduled a Personal Room meeting from Microsoft Outlook:

  1. Open the appointment on your Outlook calendar, then click the meeting link. Your personal room page opens.
  2. Click Enter Room.
  3. Enter your user name and password if requested. The Meeting window opens and your meeting starts. Attendees you invited will be able to enter your Personal Room.

 

To cancel a Personal Room meeting:

  1. Open your Outlook calendar, then double-click the appointment. The Calendar Entry opens.
  2. Click Cancel Personal Room. The button changes to Add Personal Room.
  3. Click Send Update. Attendees who received an invitation to the meeting will be notified that the Personal Room portion of the meeting has been has been cancelled.

Note: This cancels only the Personal Room portion of the meeting. It does not delete the meeting from your Outlook calendar.

 

 

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Adding a CMR Hybrid (WebEx Enabled TelePresence) Meeting

If CMR Hybrid (WebEx Enabled TelePresence) has been enabled on your WebEx site, you can add WebEx and TelePresence to meetings you schedule from Outlook.

 

To add WebEx and TelePresence to your meeting:

1. Click Schedule Meeting in the Outlook Ribbon. A new appointment window opens.

2. Enter the meeting information as you normally would, including invitee's names and the meeting start date and end time..

3. Select Add WebEx and TelePresence.

Add_WebEx_and_TelePresence_menu.png

The Meeting Options panel appears in the appointment window.

Appointment_Window_with_Meeting_Options_panel.png

4. Click Add TelePresence Rooms. The Select TelePresence Rooms dialog appears.

Select_TelePresence_Rooms_dialog.png

5. Select the TelePresence room(s) you want to add to your meeting. Click Rooms after each selection.

6. When you have finished adding rooms, click OK. The available rooms are added to the meeting invitation.

7. Select the number of call-in participants. This will allow participants to join using personal systems, such as Cisco Jabber.

Note: You can leave this set to 0.

8. Click Advanced TelePresence Settings. The Advanced TelePresence Settings dialog appears.

Advanced_TelePresence_Settings_dialog.png

9. Specify a Meeting PIN participants will use to join the TelePresence portion of the meeting, then enter a Billing code (if your organization uses them).

10. Select a Meeting Connection Type, then click OK.

11. In the Meeting Options panel, select Allow People to Join Using WebEx, then:

    • Type a password that participants will use when they join from WebEx, and indicate whether you want to include the password in the invitation email.
    • If you want to allow someone else to start the WebEx portion of the meeting before you join, click the arrow next to Select Alternate Host, then select a name.
      Note: The alternate host you select must have a host account on your WebEx site.
    • If you want to make changes to the WebEx meeting information, click Advanced WebEx Settings  The WebEx Settings dialog appears. See Scheduling a WebEx Meeting, above, for information about the available settings.

12. Review your settings, then click Send.

The meeting is scheduled in the available TelePresence rooms, and invitees receive an email invitation with instructions and links for joining.

If you are the host, you receive an email confirming that the TelePresence room has been booked, and the meeting is added to your meeting calendar.

Note: Information the host may need to start the meeting (meeting number, password, host key, video link) is not included in the confirmation email. To view this meeting information, log in to your WebEx site, click My WebEx, then click My Meetings. Locate and click meeting, then click More Information.

 

To start a CMR Hybrid meeting:

To start the WebEx portion of the meeting, log in to your WebEx site, click My WebEx, then click My Meetings. Locate the meeting, then click Start.

 

At the scheduled meeting start time, the TelePresence server will call into WebEx.

  • If the WebEx WebEx host has not joined the meeting, the TelePresence server becomes the default WebEx host.
  • If the WebEx host joins before the scheduled meeting start time, he or she becomes the WebEx host.

 

To join a CMR Hybrid meeting:

Participants can join from WebEx using the link in the meeting invitation.

 

Participants can join from TelePresence in any of the following ways:

  • If meeting was scheduled using Automatically Join, each scheduled TelePresence room is automatically dialed and connected at the scheduled start time.
  • If meeting was scheduled using One Button to Join, participants using TelePresence rooms that support One Button to Join press the button to join the meeting.
  • Participants using TelePresence rooms that do not support Automatically Join or One Button to Join can join the meeting by dialing the video dial-in number provided in the meeting invitation.

 

Participants can join from mobile devices if the Cisco WebEx meetings app is installed on the device.

Note: Participants who join from iOS and Android devices can send and receive video and view content shared by participants who have joined from TelePresence, Windows, or Mac; however, they cannot share content in CMR Hybrid meetings. Participants who join from BlackBerry devices can join meeting audio, but they cannot send or receive video, or display or share content.

 

To cancel a CMR Hybrid meeting:

  1. Open your Outlook calendar, then double-click the appointment. The Calendar Entry opens.
  2. Click Cancel WebEx and TelePresence. The button changes to Add WebEx and TelePresence.
  3. Click Send Update. Attendees who received an invitation to the meeting will be notified that the WebEx and TelePresence portions of the meeting have been has been cancelled.

Note: This cancels only the WebEx and TelePresence portions of the meeting. It does not delete the meeting from your Outlook calendar.

 

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Joining a WebEx Meeting

Meeting attendees can join a WebEx meeting you schedule from Microsoft Outlook by doing any of the following.

  • Clicking the link in the invitation email.
  • Navigating to the Browse Meetings page on the WebEx service site, locating the meeting, then clicking Join.
  • Opening the meeting’s calendar entry (if it was added to the Outlook calendar), then clicking the link to the meeting.

 

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