Schedule a Meeting Using WebEx Integration to Outlook for the Mac

Document created by Cisco Documentation Team on Jul 27, 2016Last modified by Cisco Documentation Team on Jun 16, 2017
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Schedule a Meeting Overview

To schedule an online meeting using the WebEx integration to Outlook and to send meeting invitations, be aware of the following:

  • The WebEx integration to Outlook provides basic options for scheduling a meeting. Some options that appear on your WebEx site may not be available in the WebEx integration to Outlook.

     

  • The WebEx integration to Outlook does not support all the recurrence options that are available in Microsoft Outlook.

     

  • In any meeting invitations that you send from Microsoft Outlook, the meeting's start time appears in the time zone that is set on your computer, and may not match the time zone preferences you have set on your WebEx site.

     

Schedule a WebEx-only Meeting

         
1    Do one of the following:
  • On the Mac toolbar select the WebEx icon and select Schedule WebEx Meeting.
  • In Outlook select the WebEx icon and select Schedule WebEx Meeting.           
  • On the Outlook menu bar, select Meeting or Appointment and select Add WebExfrom the WebEx menu.
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 more information, see Recurrence Pattern Limitations in WebEx Integration to Outlook for Mac.

  • (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.
4    If you are asked for your WebEx account information, enter that information and then select OK.    
5    In the WebEx settings dialog box, specify more options for your WebEx meeting:
  1. Select meeting template to use your predefined settings for that template.
  2. If necessary, specify a meeting password.
  3. (Optional) 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.
  4. If you want to set more options, select Show Advanced Settings:
    • Make sure that you have the correct service type or meeting type selected, such as a standard meeting, event, or training session meeting type, or a Personal Conference meeting type.

       

    • Verify or select audio connection options.

       

    • If needed, set options for registration.

       

  5. Select OK.     
6    Select Send.

WebEx and TelePresence (CMR Hybrid) Meeting

   

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

    

Although other types of WebEx meetings provide different email invitations for the host and the attendees, when you schedule a CMR Hybrid meeting, you and the attendees all receive the same email invitation. Your email invitation does not contain any confidential host information, such as the host key or host access code. If you need to see the host key or host access code, select the link in your email invitation to go to the meeting information page on your WebEx site, and sign in to see your host details.

    

If you schedule an alternate host, they can start the meeting, manage the meeting, and can record the meeting; however, the meeting recording is sent to you, the original host.

    

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.

    

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.   

    

Schedule a (WebEx and TelePresence) CMR Hybrid Meeting

   
        
1    In the WebEx menu in the Outlook window, select Schedule WebEx and TelePresence Meeting or you can open a new meeting item and select the Add WebEx and TelePresence button from the toolbar.
2    In the Meeting Options panel, specify the WebEx and TelePresence options for your CMR Hybrid meeting:
  1. Check Allow people to join using WebEx.

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

  2. Select Add TelePresence Rooms.

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

  3. 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.

  4. (Optional) Check Exclude password from email invitation to make your meeting more secure
  5. (Optional) 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.
  6. (Optional) Select Advanced WebEx Settings to specify more details such as audio connection and registration.
  7. (Optional) Enter the number of additional video call-in participants that can call in to the meeting in Add video call-in participants.
    Note      

    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.

  8. (Optional) Select Advanced Telepresence Settings to specify more details such as call-in and call-out settings.
3    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 more information, see Recurrence Pattern Limitations in WebEx Integration to Outlook for Mac.

  • (Optional) Specify other options that Microsoft Outlook provides, such as a meeting notification.
4    Enter the names or email addresses of those to invite to the meeting in the To box.
5    Select Send.

Schedule a Personal Conference Meeting

          
1    Do one of the following:
  • On the Mac toolbar select the WebEx ball icon and select Schedule Personal Conference Meeting.
  • In Outlook select the WebEx ball icon and select Schedule Personal Conference Meeting.
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 more information, see Recurrence Pattern Limitations in WebEx Integration to Outlook for Mac.
  • (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 Invite Attendees to see the To box.

     
4    Select Add Personal Conference Meeting to specify Personal Conference meeting settings.
5    If necessary, enter the Personal Conference Meeting information requested.
6    Specify Personal Conference meeting settings for the following.
  • (Optional) 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 any alternate hosts you want for the meeting from the list of invitees. For more information, see https://help.webex.com/docs/DOC-10607.
  • Select the Audio connection to use.
7    Select Send.

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, integration to Outlook sends an updated meeting invitation to any 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    To edit meeting information or change options on either the toolbar or on the Appointment tab you can do the following:          
  • To change the 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 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.

Recurrence Pattern Limitations in WebEx Integration to Outlook for Mac

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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