WebEx Integration to Outlook for Windows Introduction

Document created by Cisco Documentation Team on Aug 3, 2016Last modified by Cisco Documentation Team on Sep 6, 2017
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WebEx Integration to Microsoft Outlook for Windows

WebEx integration to Outlook for Windows provides a convenient way for you   to schedule or start WebEx meetings, WebEx Personal Room meetings, or WebEx Personal Conference meetings using Microsoft Outlook. You can also use the Meet Now command to start an instant meeting.

WebEx Integration to Outlook is part of WebEx Productivity Tools. Your site administrator may have installed WebEx Productivity Tools for you. If not, you can download WebEx Productivity Tools from your WebEx site.

Once WebEx Productivity Tools are installed, WebEx integration options appear in Microsoft Outlook, allowing you to schedule a WebEx meeting quickly and easily.

When scheduling a meeting, you can invite attendees using any of your Outlook address lists. Invitees do not need to use the WebEx integration to Outlook to join the meeting and do not need a WebEx account, unless the meeting is restricted only to WebEx users on your site.

WebEx Integration to Outlook Toolbar Options

After the WebEx Productivity Tools are installed, the WebEx integration toolbar appears in the Microsoft Outlook window.

The following describes the WebEx integration toolbar buttons.

  • Meet Now: Starts an instant meeting or Personal Room meeting. This is a meeting that you can start at any time, without having to schedule the meeting in advance. You can specify options for instant meetings on the “Meet Now” Settings tab of the WebEx Settings dialog box. By default, instant meetings are held in your Personal Room. If you don’t want to use your Personal Room for instant meetings, turn off the Use Personal Room for all my instant meetings option in the “Meet Now” Settings section of your Preferences.


  • Schedule Meeting Menu: Selecting the Schedule Meeting menu from the WebEx toolbar in Outlook provides the following options:


    • Schedule a WebEx Meeting: Select this to schedule a WebEx meeting.


    • Start a Scheduled Meeting: Select this to start your scheduled meeting.


    • Schedule Personal Room Meeting: Select this to schedule a meeting in your Personal Room.


    • Schedule Personal Confernece Meeting: Select this to schedule a Personal Conference meeting.


    • Join a Meeting: Select this to join a scheduled WebEx meeting.


    • My WebEx: Lets you access My WebEx, in which you can manage your account information and the meetings that you scheduled, on your WebEx site. For details about My WebEx, refer to the online Help on your site.


    • Account Settings: Opens the Account tab of the WebEx Settings dialog box and lets you specify your WebEx the URL of your WebEx site and your username and password. You can also specify more options in the WebEx Settings dialog box, such as options for instant meetings


    • Meeting Templates: Lets you view templates that you or your site administrator saved on your WebEx site. The templates contain meeting settings. You can select the template that meets your needs. Meeting templates are available only if site administration settings allow hosts to use templates for Outlook.


    • Set Scheduling Permission: Opens your My WebEx > Preferences page on your WebEx site on which you can assign a delegate to schedule or edit meetings on your behalf.


    • Help: Lets you look up instructions for using the WebEx integration to Outlook.


    • About: Lets you view the version number and license and patent information about the WebEx integration to Outlook.


    • Check for Updates: Checks whether you are using the latest version of Productivity Tools or if an updated version is available for download.