Schedule Meetings with WebEx and TelePresence Integration to Microsoft Outlook for Windows (WBS30)

Document created by Cisco Documentation Team on Aug 5, 2016Last modified by Cisco Documentation Team on Oct 21, 2016
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Schedule a Meeting Overview

   

In order for you to schedule a CMR Hybrid meeting, your administrator has to enable CMR Hybrid for your site, enable CMR Hybrid for your account, and enable the Meeting Center Pro TelePresence meeting type for your account. For more information, contact your administrator.

Review the following before you schedule a meeting using the CMR Hybrid integration to Outlook:   
  •      

    The integration to Outlook for CMR Hybrid options for scheduling a meeting. Not all scheduling options are available in this integration.     

         

  •      

    The integration to Outlook for CMR Hybrid does not support all the recurrence patterns that are available in Outlook. In addition, it does not support making an exception to the recurring meeting series, or a change to a single occurrence of a meeting series.

         

  •      

    In any meeting invitations that you send from Outlook, the meeting starting time, by default, appears in the time zone that is set on your computer, instead of in the time zone that is set in the site preferences for your WebEx site. You can specify a different time zone for a meeting in Outlook; the meeting starting time appears in the correct time on each invitee's Outlook calendar.     

         

  •      

    If you need to edit or cancel a meeting that you scheduled using the integration to Outlook, edit or cancel the meeting in Outlook, not on your WebEx site.

         

  •      

    If you use Outlook to modify meeting settings for a recurring meeting, apply the changes to the entire series of the meeting. If you apply the changes to just a single occurrence of a recurring joint meeting, the changes take effect in Outlook and your TelePresence scheduling system, but not on your WebEx site..     

         

  •      

    If you uncheck the option Attendees can join the meeting [x] minutes before starting time or set this option to 0 minute, you must start the meeting before invitees can join it.

         

  • Meeting PIN: While scheduling a meeting, you can create a numeric password to keep random people from calling in to the TelePresence meeting. This option is in the Advanced TelePresence section. A TelePresence meeting PIN is different from a WebEx meeting password.

     

    
    

Schedule a WebEx-only Meeting

  

Using the integration to Outlook, you can schedule a WebEx meeting, without having to go to your WebEx site.

    
        
1    Open a new meeting item in the Outlook window and select Add WebEx and TelePresence from the toolbar.
2    In the Meeting Options panel, specify the WebEx options:
  • Ensure that the To and Location boxes contain no TelePresence systems.
  • The number in Allow X more people to join using video devices should be zero.
  • Select Allow people to join using WebEx.

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

  • 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 Exclude password from email invitation to make your meeting more secure.
  • (Optional) Select Select Alternate Host to select one or more alternate hosts, who can start and run the meeting until you join it. For details, see https://help.webex.com/docs/DOC-10607.
  • (Optional) Select Advanced WebEx Settings to specify more details such as audio connection and registration. For details, see Advanced WebEx 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 information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitation for the WebEx Integration to Outlook.

  • Enter the meeting location in the Location box.    
4    Enter the names or email addresses of those to invite to the meeting in the To box.
Note      

If you selected Appointment to schedule your meeting , select Scheduling Assistant to see the To box.

5    Select Send.

Schedule a TelePresence-only Meeting

  

Using the integration to Outlook, you can schedule a TelePresence meeting, without having to use your TelePresence scheduling system.

    
        
1    Open a new meeting item in the Outlook window and select Add WebEx and TelePresence from the toolbar.
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 information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitation for the WebEx Integration to Outlook.

3    Enter the names or email addresses of those to invite to the meeting in the To box .
4    In the Meeting Options panel, specify the TelePresence options:    
  • Ensure that Allow people to join using WebEx is unchecked. This option should be unchecked by default.
  • Select Add TelePesence Rooms.

    The systems you select are added to the To and Location boxes in the meeting window. For details, see Add TelePresence Systems During Scheduling.

  • (Optional) Enter the number of extra video call-in participants that can call in to the meeting in Add video call-in participants.

    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.

  • (Optional) Select Advanced Telepresence Settings to specify additional details such as call-in and call-out settings. For details, see Advanced TelePresence Options.
5    Select Send.

Schedule a 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.


Note



    
  • The host and the attendees will receive the same email invitation. Email invitations do not contain any confidential host information, such as the host key or host access code. Hosts will be able to locate their host key or host access code by signing in and viewing the Meeting Information via the browser or WebEx Meetings mobile app.

     

  • 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.

     

    
        
1    Open a new meeting item in the Outlook window and select Add WebEx and TelePresence from the toolbar.
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 information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitation for the WebEx Integration to Outlook.

  • Enter the meeting location in the Location box.
3    Enter the names or email addresses of those to invite to the meeting in the To box.
4    In the Meeting Options panel, specify the WebEx and TelePresence options for your CMR Hybrid meeting:
  • Check Allow people to join using WebEx.

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

  • Select Add TelePresence Rooms.
  • 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. To learn more about PIN, see Advanced TelePresence Options.

  • (Optional) Enter the number of extra video call-in participants that can call in to the meeting in Add video call-in participants.

    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.

  • (Optional) Select Exclude password from email invitation to make your meeting more secure.
  • (Optional) Select Select Alternate Host to select one or more alternate hosts, who can start and run the meeting until you join it. For details, see https://help.webex.com/docs/DOC-10607.
  • (Optional) Select Advanced WebEx Settings to specify more details such as audio connection and registration. For details, see Advanced WebEx Settings.
  • (Optional) Select Advanced Telepresence Settings to specify more details such as call-in and call-out settings. For details, see Advanced TelePresence Options.
5    Select Send.

Add TelePresence Systems During Scheduling

   

Using the integration to Outlook, you can easily add TelePresence systems to a meeting that you are scheduling. The Select TelePresence Rooms dialog displays all the TelePresence systems in your organization. You do not need to comb through a large Global Address List in your organization.   

    
        
1    Ensure that you are in a meeting window with the Meeting Options panel open.
2    Select Add TelePresence Rooms. The Select TelePresence Rooms dialog appears.
3    Browse to the systems or search using one of the following:    
  • Search: Type text that is part of the name of a room. This does not search by location.           
  • Location: Select a location to show only the rooms in the location.
4    Select the systems you want to add.    
5    Select Rooms – > OK.     

Alternatively, you can use the Outlook address book or Room Finder to search for TelePresence systems among all the rooms in your organization. However, the rooms equipped with TelePresence may not be easily identified in a list, and their locations may not be clear.

      
Note            

Any TelePresence rooms you select must also be listed in the Cisco TelePresence Management Suite Extension for Microsoft Exchange (Cisco TMSXE); otherwise they will not be scheduled.

      
     

Schedule a Personal Conference or Audio-only Meeting

       
  
  •     

    Using the integration to Outlook, you can schedule:    

         

    • WebEx Personal Conference meeting, if your site uses WebEx Audio. With a Personal Conference, you start the audio portion first, but an online portion is always available to join.

       

    • Audio-Only meeting, if your site uses telephony service provider (TSP) audio.

       

        
    
    

When you schedule a Personal Conference or Audio-Only meeting, the meeting invitation that you receive as the host contains the host access code that you can use to start the audio portion of your meeting. For Personal Conference meetings, it also contains the host key, which you can use to reclaim host privileges.

    

For some telephony service provider (TSP) audio accounts, if you schedule two adjacent CMR Hybrid meetings, with the second one scheduled to start immediately after the first one ends, and if the TelePresence scheduling system automatically extends the first meeting past the scheduled end, the second meeting will end automatically because the same TSP audio account host access code cannot be used for both meetings at the same time. To work around this problem, you can set up two different TSP audio accounts with different host access codes, and use one account for the first meeting and the other account for the second meeting. Another option is to ask your administrator to turn off the option for the TelePresence system that automatically extends the meeting.

    
        
1    SelectSchedule Meeting in the Outlook window.          

Alternatively, you can open a new meeting item and select the Add Personal Conference or Add Audio Only Meeting button from the toolbar.

     
2    In the WebEx Settings dialog box, specify these options:
  • In the Audio & Tracking Tab, for Audio connection type, select one of the following:
    • If you are using WebEx Audio, select Personal Conferencing, and then select the Personal Conferencing account you want to use.

       

      If you have not specified a Personal Conferencing account yet, you need to generate one.

       

    • If you are using telephony service provider (TSP) audio, select Teleconferencing Service, and then select the Personal Conferencing account you want to use.

       

  • (Optional) 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. To learn more about PIN, see Advanced TelePresence Options.

  • (Optional) Select Exclude password from email invitation to make your meeting more secure.
  • (Optional) Select Select Alternate Host to select one or more alternate hosts, who can start and run the meeting until you join it. For details, see https://help.webex.com/docs/DOC-10607.
  • (Optional) Select Advanced WebEx Settings to specify more details such as audio connection and registration. For details, see Advanced WebEx 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 information about differences in recurrence patterns between WebEx and Microsoft Outlook, refer to Recurrence Pattern Limitation for the WebEx Integration to Outlook.

  • Enter the meeting location in the Location box of the Outlook meeting.
4    Enter the names or email addresses of those to invite to the meeting in the To box.
5    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, Cancel Personal Room 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.

Advanced WebEx Settings

   

These options help you customize the default settings for WebEx meetings. Some options are unavailable if your administrator has turned them off.

     
                   
       

Use this option…       

       
       

To…       

       
       

Service type       

       
       

Select the type of meeting you want to schedule.

If you are scheduling a joint meeting using WebEx and TelePresence, TelePresence is the default meeting type.

              
       

Meeting password       

       
       

Specify a password for joining the WebEx meeting

        

If you require a password, people who do not join from their email invitations or who are not logged in to the WebEx site at the time of joining must provide the password to join the meeting. People who join from their email invitations or are logged in to the WebEx site at the time of joining do not have to provide the password to join the meeting.

       
       

Exclude password from email        invitation       

       
       

Exclude the meeting password from the email invitations

        

If you check this option, give the password to the invitees by another method.

       
       

List this meeting on the WebEx site       

       
       

Display this meeting in the meeting calendars on your WebEx site             

       
       

Attendees can join the meeting [x] minutes before starting time       

       
       

Allow invitees to join the meeting within a set number of minutes before the scheduled starting time.       

        
Note              

If you uncheck this option or set this option to 0 minute, you must start the meeting before invitees can join it.       

        
       
    
    
               
      

Audio & Tracking Tab      

      
       

Use this option…       

       
       

To…       

       
       

Conference type       

       
       

Select how you want your participants to connect to audio in the meeting:

  • None: The meeting has no audio. You can provide audio using a method other than the meeting service.

     

  • WebEx Audio: The meeting includes an integrated audio service. Choose one or both of the following:

     

    • Display global call-in numbers to attendees: Provides call-in numbers that participants in other countries can call to connect to audio

       

    • Display toll-free number: Provides toll-free numbers that participants can call to connect to audio

       

  • Other Teleconference Service: The meeting includes audio that another service provides. The instructions you type in the text box appear in email invitations.

     

  • Use VoIP Only: Participants connect to audio using their computers.

     

              
       

Entry & exit        tone       

       
       

If you select WebEx Audio, select one of the following:

  • Beep: A simple sound is played.

     

  • Announce Name: Upon connecting to audio, participants record their names. At a participant's entry and exit of the meeting, the recording of the name is played.

     

  • No Tone: No sound is played.

     

              
       

Tracking code       

       
       

Identify your department, project, or other information that your organization wants to associate with your meetings. Tracking codes can be optional or required, depending on how your site administrator set them up.

       
    
    
            
      

Registration Tab      

      
       

Use this option…       

       
       

To…       

       
       

Require attendee registration       

       
       

Require that all invitees must register to join the meeting. Invitees cannot join the meeting until you accept the registration request.

This option is available only if the Attendees can join the meeting [x] minutes before starting time option is unchecked.

              
       

Automatically accept all registration       

       
       

Accept all registration requests automatically.

        

If this option is not selected, you must accept registration requests in My WebEx on your WebEx site.

       
    
    
               
      

Resources Tab      

      
       

Use this option…       

       
       

To…       

       
       

Info tab templates       

       
       

Choose a template for the Info tab, which appears in the content viewer during the meeting. The Info tab contains information about the meeting, including the meeting host, audio connection phone numbers, and host key (for the host only).

Note      

You can choose another template only if one or more customized Info tab templates are available. Your administrator can add templates for your WebEx site.

       

Alternate host       

       
       

Select one or more alternate hosts. One of them can start and run the meeting until you join.

        

Only people who have host accounts on your WebEx site are listed in this box.       

       
       

Automatically play the presentation before the host joins       

       
       

Automatically play a presentation that participants can view before the host joins the meeting.

       
    

Save as default: Checking this option saves all the settings as the default.

    

Advanced TelePresence Options

   

These options help you customize your TelePresence meeting.   

     
                
       

Option       

       
       

What you can do with the option       

       
       

Meeting PIN       

       
       

Create a numeric password to keep random people from calling in to the TelePresence meeting.       

        

The PIN is included in the email invitation. Invitees must enter the PIN to join the TelePresence meeting.

        

A TelePresence meeting PIN is different from a WebEx meeting password.

       
       

Billing code       

       
       

Enter the billing code for this meeting if your administrator has not already specified one.

        

The TelePresence billing code is different from the WebEx tracking code.

       
       

Scheduled systems             

       
       

These options define how the scheduled TelePresence systems connect to the meeting at the scheduled starting time:       

Use System Default: Use the default connection method specified by your administrator.

Join Automatically: Allow the scheduled systems to connect automatically to the meeting at the starting time.

               

Select Meeting to Join: A button that represents the meeting and call-in information is available on the scheduled systems. Choose this option to let participants select the button to join the meeting.

               

For systems that do not support this option, forward invitees the email invitation, which includes the call-in information.

Reserve Rooms Only: Reserve the physical rooms but allow no connection with the systems at the starting time.

              
       

TelePresence call-in and        call-out settings               

       
       

Select Add to specify connection methods for devices or systems that are not on the list of scheduled systems.

Call In tab

        

Select a connection type, SIP Audio or SIP Video, and then specify the number of people who can call in using the selected connection type. The number technically refers to the number of devices; if four people join the meeting on one device, it counts as one.

You can forward invitees the email invitation, which includes the call-in information.

Note      

The number you specify in Allow X people to call in for joining using the SIP Video connection type corresponds to the number in Allow X more people to join using video devices on the Meeting Options panel.

                      

Call Out tab

        

Select a connection type, IP Video, IP Audio, ISDN Video, ISDN Audio, SIP Video, or SIP Audio, and enter the invitees' contact information. Their devices are automatically connected at the scheduled starting time.

               

Editing settings       

To edit or delete a connection method you have added, select Edit or Delete, as appropriate.

              
    

Recurrence Pattern Limitation for the WebEx Integration to Outlook

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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