Set up Meetings with Productivity Tools

Document created by Cisco Documentation Team on Jul 12, 2016Last modified by Cisco Documentation Team on May 22, 2017
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WebEx Productivity Tools

With WebEx Productivity Tools, you can start, schedule, and join WebEx Meetings sessions without signing in to your WebEx site.

After you install WebEx Productivity Tools, the WebEx icon appears in the notification area of the taskbar.

      

Windows Notification Area

WebEx Productivity Tools



Schedule a Meeting: Notification Area Icon

        
1    Open Productivity Tools.
  • Double-click the Productivity Tools icon.
  • Right-click the Productivity Tools icon, and then select Open WebEx Productivity Tools.
2    Select Schedule Meeting. Productivity Tools opens a blank Outlook meeting invitation.
3    Schedule your meeting as you ordinarily would.
4    Before you send the invitation, depending on your site setup, select one of the following options:
  • Add Personal Room
  • Add WebEx and TelePresence
 

If you chose Add WebEx and TelePresence, the Meeting Options panel opens so that you can specify WebEx and TelePresence options.

5    On the meeting invitation, select Send.

Start an Instant Meeting: Notification Area Icon

        
1    Open Productivity Tools.
  • Double-click the Productivity Tools icon.
  • Right-click the Productivity Tools icon, and then select Open WebEx Productivity Tools.
2    Select Meet Now.

WebEx starts a meeting in your Personal Room.

3    Select Invite and Remind.
4    To send a "Join me now in my Personal Room" invitation email, select Invite with your local email.

WebEx creates an email template that contains all of the required meeting information.

5    Add the email addresses of the people who you want to invite, and then select Send.

Schedule a Meeting from Microsoft Outlook

      
1    Schedule your meeting in Outlook as you ordinarily would.
2    Before you send the invitation, depending on your site setup, select one of the following options:
  • Add Personal Room
  • Add WebEx and TelePresence
 

If you chose Add WebEx and TelePresence, the Meeting Options panel opens so that you can specify WebEx and TelePresence options.

3    On the meeting invitation, select Send.

Start an Instant Meeting from Microsoft Outlook

      
1    On the Microsoft Outlook ribbon, select Meet Now.

WebEx starts a meeting in your Personal Room.

2    To send a "Join me now in my Personal Room" invitation email, select Invite with your local email.

WebEx creates an email template that contains all of the required meeting information.

3    Add the email addresses of the people who you want to invite, and then select Send.

Specify an Alternate Host from Microsoft Outlook

         
1    Schedule your meeting in Outlook as you ordinarily would.
2    Before you send the invitation, depending on your site setup, select Add WebEx and TelePresence.

The Meeting Options panel opens so that you can specify WebEx and TelePresence options.


3    In the Meeting Options panel, check Allow people to join using WebEx.
4    Expand the Select Alternate Host section, to display a list of attendees who have host accounts.
5    Check the corresponding check boxes for the attendees that you want to specify as alternate hosts.
6    Send the meeting invitation.
 

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