Schedule, Start, or Join Cisco Webex Meetings from Microsoft Teams

The Cisco Webex Meetings app can help you invite people to your Webex meeting so people can join easily. All that you need to do is set the Webex site URL for the Webex site that you want your team to use for meetings. You must have a host account on that Webex site to use this app. If your Webex account is enabled for a Personal Room, you can use the app to share a link to a meeting in your Personal Room.

Use the Cisco Webex Meeting bot commands in a Microsoft Teams channel to share meeting links to scheduled Webex meetings and Webex Personal Room meetings.

Use the Webex tab to view a list of your upcoming meetings and start, schedule, and join scheduled Webex meetings and Webex Personal Room meetings.


The Cisco Webex Meetings app for Microsoft Teams doesn't support accounts on meetings.webex.com, on meetingsln.webex.com, or on Cisco Webex Meetings Server sites.

The Cisco Webex Meetings app for Microsoft Teams doesn't support on-premises or Hybrid Microsoft Exchange mailboxes. All mailboxes must be cloud-based.

If you're a Microsoft Teams user you can use the instructions below to learn how to use Webex Meetings for Microsoft Teams.

Before you begin

Team owners and team members can add or update the Cisco Webex Meetings app.

1

In Microsoft Teams, go to Teams.

2

Next to the team name, select More > Manage team > Apps

3

To add the app, select Go to store, search for the Cisco Webex Meetings app, and then click Add. The Cisco Webex Meetings app contains the Cisco Webex Meetings bot. The Cisco Webex Meetings bot provides the commands that you use to set up and share Webex meeting links.


 

If you're using Microsoft Office 365 and you don't see the Cisco Webex Meetings app in the store, contact your Office 365 Global Administrator.

4

To update the app, follow the on-screen instructions.

Update instructions on the App tab

What to do next

Verify that the Webex site that your team will use for meetings is set. For more information, see Set Up Microsoft Teams to Use Cisco Webex Meetings.

1

The Cisco Webex Meetings bot may have already set the Webex site that your team will use for meetings. To check whether the site has been set, in any Microsoft Teams channel in which the Cisco Webex Meetings bot has been added, type @Cisco Webex Meetings site.

2

If the Webex site hasn't been set or if you want to set a different Webex site as the team site, type @Cisco Webex Meetings site [Webex site URL]. Your Webex site URL is usually in the format company.webex.com.

Cisco Webex Meetings site URL changes

Remember that when you change the Webex site, it changes for all members of that team.

That’s it. You and your team members can now use @Cisco Webex Meetings commands to easily invite others to a Webex meeting. Users can simply type @Cisco Webex Meetings to share a Join button and show the meeting link for your Webex Personal Room meeting or type @Cisco Webex Meetings [meeting_number] to share a Join button and show a meeting link for a scheduled Webex meeting with the specified meeting number.

Join the Cisco Webex meeting
3

If you have a different Webex site that you want to use for sharing a meeting URL, go to a private chat with the Cisco Webex Meetings bot and type site [default Webex site URL] to set the Webex site URL for your default Webex site.

Other members of the team continue to use the team site unless they also set their default Webex site URL.

See the following full list of commands.

Commands for Private Chat with the Cisco Webex Meetings Bot

Use these commands with the Cisco Webex Meetings bot.

Command

Description

site [default Webex site URL]

Example: site mysite.webex.com

Sets the Webex site URL for your default Webex site. When you share a meeting link, your default Webex site URL is used.

site reset

Removes your default Webex site URL.

help

Shows the available commands for the Cisco Webex Meetings bot.

Use these commands in team channels:

Command

Description

@Cisco Webex Meetings site

Shows the team's Webex site.

@Cisco Webex Meetings site [team Webex site URL]

Example: @Cisco Webex Meetings site teamsite.webex.com

Sets the Webex site URL for your team.

When you can change the Webex site, the site changes for all team members.

@Cisco Webex Meetings site reset

Removes the team's Webex site URL.

@Cisco Webex Meetings

Shares a Join button and shows the meeting link for your Webex Personal Room meeting.

If you don't have a Webex Personal Room, the command shares a Join button and shows the meeting link for a Webex meeting.

@Cisco Webex Meetings join [Webex Personal Room host ID]

Shares a Join button and shows a meeting link for the Webex Personal Room meeting that is associated with the specified Personal Room host ID, either yours or another host’s.

@Cisco Webex Meetings [meeting_number]

Shares a Join button and shows a meeting link for a scheduled Webex meeting with the specified meeting number.

@Cisco Webex Meetings help

Lists all the commands available for the Cisco Webex Meetings bot.

@Cisco Webex Meetings learn more

Shows a link to this Help article.

Before you begin

The Webex tab is not supported on FedRAMP-authorized sites.

1

In Microsoft Teams, select Add a tab Add a tab at the top of the channel.

2

Search for and select the Cisco Webex Meetings app, and then follow the on-screen instructions.

If you don't get any search results, make sure that you have version 2.0 or later of the Cisco Webex Meetings app. For more information, see Add or Update the Cisco Webex Meetings App.

1

Do one of the following

  • Select the Webex tab in a channel if you want to start a channel meeting that's open and visible to any team member. Meeting notifications will be sent to the channel.
  • Select the Webex tab in a private chat with the Cisco Webex Meetings bot if you want to start a private meeting that's visible only to individuals that you invite.
2

To start a meeting in your Webex Personal Room:

  1. Select Start Meeting.

    The meeting opens in a new browser window. Select Start Meeting.

3

To start a Webex meeting that you had scheduled previously:

  1. Locate the meeting in the list of meetings under Upcoming Meetings.

    Upcoming Meetings
  2. Select Start.

    The Start button is visible when it's time to start the meeting.

If you don't have a Webex Personal Room but you have a host account in Webex Meetings, you can start Webex meetings instantly from the Webex tab in Microsoft Teams.

1

Do one of the following

  • Select the Webex tab in a channel if you want to start a channel meeting that's open and visible to any team member. Meeting notifications will be sent to the channel.
  • Select the Webex tab in a private chat with the Cisco Webex Meetings bot if you want to start a private meeting that's visible only to individuals that you invite.
2

Select Start Meeting.

The meeting opens in a new browser window. Select Start Meeting.

3

Select Start Meeting.

1

Select the Webex tab in Microsoft Teams.

2

Do one of the following:

  • To join a meeting from the meeting list, locate the meeting under Upcoming Meetings, and then select Join next to the meeting.

    The Join button is visible when it's time to join the meeting.

  • To join a meeting by entering the meeting number, enter the 9-digit meeting number in the text box under Join a Meeting.

    You can find the 9-digit meeting number in your email invitation.

  • To join a meeting in someone else's Personal Room, enter that person's Personal Room ID in the text box under Join a Meeting.

    You can find the host's Personal Room ID in the Personal Room URL. For example, if the Personal Room URL is company.webex.com/meet/csinu, the host's Personal Room ID is csinu.

    You can only join a Personal Room within the Webex site that's set as the team site.

  • To join a meeting in a Personal Room that you have joined recently, select the Personal Room under Recent Personal Rooms.
    Join a Meeting

1

Do one of the following

  • Select the Webex tab in a channel if you want to schedule a channel meeting that's open and visible to any team member. Meeting notifications will be sent to the channel.
  • Select the Webex tab in a private chat with the Cisco Webex Meetings bot if you want to schedule a private meeting that's visible only to individuals that you invite.
2

Select Schedule.

3

For Meeting type, select whether you want to schedule a Webex meeting or a Webex Personal Room meeting.

Schedule a Meeting dialog
4

Enter the meeting topic and password, and then select the date, time, and time zone of the meeting. Passwords are available for Webex meetings only.

5

Check the Recurrence check box if you want the meeting to repeat. Select the frequency (Daily, Weekly, Monthly, Yearly) that the meeting should repeat, and then select options for the frequency.

6

Next to Attendees, do one of the following:

  • Enter the email addresses of the people who you want to invite.
  • To invite all channel members, click in the Attendees box, and then select Click to invite all channel members.
7

Select Schedule.

You can view your upcoming meetings in your meetings list.

1

Select the Webex tab in Microsoft Teams.

You first see the meetings list in List view , which shows a consolidated list of your upcoming meetings for the next few days.

If you see an arrow circle next to the meeting, it means that the meeting is a recurring meeting.

2

To see your meetings in real time for a single day, select Day view .

Day view

When you start a Webex meeting or a Webex Personal Room meeting from the Webex tab in a channel, a meeting notification is sent to the channel.

After a scheduled Webex meeting has started, the host and invitees can see real-time information about the meeting in the Upcoming Meetings list. The green Start or Join button updates to show the elapsed meeting time. You can click the green button to join the meeting. When you hover over , you can see the number of people who've joined the meeting and their names.

After the meeting ends, a meeting notification is sent to the channel.

When a meeting is recorded in the cloud, a recording notification is sent after the meetings ends. The recording notification includes the meeting topic, date, time, duration, and a Play Recording button.


This feature is not available for scheduled Personal Room meetings.

Recording notifications for channel meetings are sent to the channel. All team members can view the notification and play the recording.

Recording notifications for private meetings are sent to the private chat with the Cisco Webex Meetings bot. The host can view the notification and play the recording.

You can see a list of your recordings from all of your Webex sites on the right side of the Webex tab. The list includes recordings from the last 10 days. You can select and play recordings from the list.

To play a recording, do one of the following:

  • Select Play Recording in the recording notification when it appears in the channel or private chat.
  • Go the Webex tab in Microsoft Teams and select Recordings. Select the title of the recording that you want to play.
The recording opens in a new browser window.
You can edit a meeting that you scheduled.

1

Select the Webex tab in Microsoft Teams.

2

Under Upcoming Meetings, locate the meeting. select ... More options next to the meeting name, and select Edit meeting Edit .

3

If it's a recurring meeting, select whether you want to edit this meeting only or the entire series and select OK.

4

Edit the meeting information, as required, and select Save.

You can cancel a meeting that you scheduled.

1

Select the Webex tab in Microsoft Teams.

2

Under Upcoming Meetings, locate the meeting, select … More options next to the meeting name, and select Delete Delete.

3

If it's a recurring meeting, select whether you want to cancel this meeting only or the entire series and select OK.

4

Select Confirm.

If you know the meeting number of the Webex meeting that you want to start or join, you can use the command box to start or join a Webex meeting.

1

Enter @Cisco Webex Meetings in the command box at the top of Microsoft Teams.

2

Select @Cisco Webex Meetings from the search results.

3

Enter the meeting number in the command box.

4

Select Share meeting link.

5

Select Join to start or join the meeting.

The Webex meeting opens in a new browser window.

You can use the Cisco Webex Meetings messaging extension in a channel conversation, group chat, or private chat to share a Join button for a meeting in your Personal Room or for a scheduled Webex meeting.


You must add the Cisco Webex Meetings Bot to each conversation or group chat before you can use the messaging extension to share a link.

1

In the conversation or chat message, select Cisco Webex Meetings on the messaging extensions bar.

Cisco Webex Meetings messaging extension
2

Select Share Meeting Link to share a link for a meeting in your Personal Room or enter the meeting number to share a link for a scheduled Webex meeting.

Enter Personal Room ID or Meeting Number

The meeting information is added to the conversation or chat message. You can start the meeting and others can join the meeting by selecting Join.

Cisco Webex Meetings information card

Contacting support varies depending on your Cisco Webex site and service provider. If you purchase Webex through a partner or reseller, contact their support desk for assistance. Refer to the following article for steps to contact support: https://collaborationhelp.cisco.com/article/WBX162

If you have any feedback on Cisco Webex Meetings for Microsoft Teams, do one of the following:

Webex site administrators and Global Administrators for Microsoft Office 365 must make the necessary configurations for Webex Meetings and Microsoft Teams to integrate properly.

Before users with a Microsoft Teams account can use the Webex tab in Microsoft Teams, site administrators must link users' Webex accounts to their Microsoft Office 365 accounts. The email addresses for both accounts should match.

1

Do one of the following:

  • If you manage your Webex site in Cisco Webex Control Hub, from the customer view in https:/​/​admin.webex.com, go to Services. Under Meeting, select Sites, choose your site, and then select Configure Site. Under Common Settings, select Site Options.
  • If you manage your Webex site in Cisco Webex Site Administration, sign in to Webex Site Administration and then go to Configuration > Common Site Settings > Options.
2

Under Third-Party Integration, check Automatically link users with this Webex site if their Webex account email address matches their Microsoft Office 365 email address.

Automatically link users check box

Checking this option lets Microsoft Teams users start meetings in their Webex Personal Rooms without signing in to a browser, see recently joined Personal Rooms, and view upcoming meetings.

The Sign in check box isn't used with Microsoft Teams. It allows users to sign in to their Cisco Webex site using their Microsoft Office 365 credentials.

3

Select Add New Authorization.

Add New Authorization button

For more information about the authorization and permissions that are requested, see Authorization and Permissions Requested for Microsoft Office 365 in Webex Site Administration and Webex Control Hub.

If you don't see Add New Authorization, your site is not yet updated to the latest version. If your site is not updated by the end of January 2019, send an email to webex-microsoft-bot-feedback@cisco.com.

4

Sign in to your administrator's account, and select Accept.

5

Select Update.

After the authorization is updated with tenant ID and tenant domain details, your site is ready to be integrated with Microsoft Teams.

Before you begin

Team owners and team members can see and install the Cisco Webex Meetings app in the Microsoft Teams Store only after the Global Administrator for Microsoft Office 365 has used the following steps to give permission.

1

Go to the Microsoft Teams admin center and select Settings > Services & add-ins, and then select Microsoft Teams.

2

Under External Apps, by default, Allow external apps in Microsoft Teams is turned on. If you turn off this switch, all external third-party apps are disabled. Make sure that you allow external apps in Microsoft Teams.

For more information, go to Admin settings for apps in Microsoft Teams.

3

Make sure that Allow sideloading of external apps is turned off.

4

Turn on the Cisco Webex Meetings app by checking the Cisco Webex Meetings check box.

5

Select Save.