Known issues and limitations for the Webex Scheduler for Microsoft Outlook

Find out about Webex Scheduler’s limitations and issues.

Webex Scheduler for Microsoft 365

There are a number of known issues and limitations with Webex Scheduler for Microsoft Outlook, including:

• For Webex Scheduler, the following requirements must be met:

  • Office 365 Semi-Annual Channel version 1808 for Windows is now available

  • Version 1806 (16.0.10228.20134) of Microsoft Office 365 for Windows is now available as a current channel

  • Version 16.22 of Microsoft Office 365 for Mac is now available

  • It is running on Windows version 16.55 (16.0.14326.21018) of Microsoft Office 2021 version.

  • There is a new version of Microsoft Office 2021 for Mac available, version 16.55 (2111140).

  • Office 2019 for Windows version 2002 (16.0.12527.20461) is a free download from the official Microsoft site.

  • Version 16.17 (20101901) of Microsoft Office 2019 for Mac is available for download

  • For Windows version 2002 (16.0.12527.21230), you will need Microsoft Office 2016 for Windows.

  • The latest version of Microsoft Office 2016 for Mac is not compatible with this device

• It is only possible to see the Join button when a Webex meeting is scheduled with the Webex Scheduler, and you must use the Webex Hybrid Calendar Service in order to see the Join button on your Webex video device according to the instructions in Make it easier for video devices to join meetings with OBTP.

• As far as the Webex Scheduler is concerned, audio-only meetings with teleconference service provider (TSP) audio as well as Webex Personal Conference meetings with Webex Audio are supported. However, audio-only meetings with TSP audio are not supported as they are not considered Webex Professional Conference meetings.

• It is due to a performance limitation that you cannot delete the first ten occurrences of a recurring meeting within two years when you delete an occurrence of a meeting.

• Due to a performance issue, only occurrences within two years of a recurring meeting can be updated successfully when only one occurrence of a recurring meeting is to be converted to an exception meeting.

• The changes you made to your Outlook event during the course of a Webex meeting will not be synced with your Webex site if you scheduled the meeting using the Webex Scheduler and changed it while the meeting was in progress.

• It is never necessary to change the button for adding Webex meetings. If you are adding a standard Webex meeting, a Webex Personal Room meeting, or if you are adding an existing Webex meeting, the button label will be the same regardless of the type of meeting that you are adding.

• It is not possible to add a Webex meeting to a recurring meeting series that had previously been scheduled in Outlook as a single meeting occurrence.

• It is important that you select Update after making any changes to your Webex meeting options so that these changes will be applied.

• The following are the minimum requirements for using the Webex Scheduler in order to edit meetings that have been previously scheduled using Productivity Tools (Backward Compatibility).

  • It is the current channel version 1910 (build 12130 20382) of Microsoft Outlook 365 for Windows.

  • Version 26.0.2527.21230 is the semi-annual version of Outlook 365 from Microsoft.

  • Version 2002 of Microsoft Outlook (also known as 16.0.12527.21230) is the most recent version of Outlook for Windows 2016.

  • In Office 2019 version 2002 (build 16.0.12527.20460), there is support for both Mac and Windows machines.

  • Outlook 365 for Mac 16.38 is the latest version of the software

  • Microsoft Outlook for Mac 2019 version 16.42 is available for download now

  • Version 40.11 or higher of the Productivity Tools for Windows and Mac is required for interoperability between Productivity Tools and the Webex Scheduler.

• In order for the Webex Scheduler to be able to access these URLs, you may have to configure your network accordingly:

  • *.webex.com

  • cdnjs.cloudflare.com—for AngularJS and other JS lib

  • cdn.jsdelivr.net—for UUID lib

  • static2.sharepointonline.com—for OfficeUI fabric CSS style

  • appsforoffice.microsoft.com—for OfficeJS lib

• Webex settings that are changed in a series of meetings will not affect exception meetings in the same series that are part of the same series of meetings. If you cancel a series of Webex meetings, for example, the exception meetings continue to show information about the Webex meetings in Outlook, despite the fact that the Webex meeting link for the exception meetings is not valid.

• As soon as you remove a Webex meeting from an event or meeting to which it was added, Outlook displays a blank entry as soon as it is removed. In order for the meeting or event to be removed from their calendar, you must delete this entry from their calendar first.

• In your event, when you check the box next to Add Webex Meeting, the event will be automatically added to your calendar as well as the calendars of your invitees, even before it has been sent. You are able to delete an event from the calendar if you do not send an invitation to the event before deleting it.

• A meeting invitation that requires participant registration will only show the meeting join link if you schedule a meeting that requires participant registration. It will be necessary for the invited participants to sign up for the Webex meeting by going to their Webex site.

• Microsoft Outlook Office.js has a limitation that may lead to meeting invitations showing in the incorrect format for lists when using Mac Outlook.

• You will be placed in the lobby only if you are joining a Webex meeting that is part of a series of meetings.

• A dynamic distribution group is not supported by Webex Scheduler.

• You can add the Webex scheduler as part of your Outlook message to add meeting details in the HTML format. It is possible that meeting invitations will not appear correctly when the meeting invitation details are converted to RTF format in Outlook messages that use Rich Text Format (RTF). If you want to see the correct formatting of your Outlook messages, then you should use HTML for them.

Webex Scheduler without Microsoft 365 Authorization

There are a number of known issues and limitations associated with the Webex Scheduler without Microsoft 365 authorization.

In addition to these limitations, they also apply to organizations that use the Webex Scheduler without authorization from Microsoft 365 and for all users of Microsoft Exchange on-premises.

• For Webex Scheduler to function properly, the following system requirements must be met:

  • Adding an invitee to a meeting doesn’t work if you don’t have an invitation set up in Outlook 2013 for Windows (build 15.0.5327.1000).

  • I have noticed that in the Microsoft Outlook for Windows 2016 (build 16.0.5134.1000) scheduler, if the invitee is not included, the schedule will not work.

  • There is a new version of Windows Outlook (build 16.0.12527.20460) available now for download.

  • Outlook for Mac 2019 16.17 (build 180909) is now available for download

• In order for the Webex Scheduler to be able to access these URLs, you may have to configure your network accordingly:

  • *.webex.com

  • cdnjs.cloudflare.com—for AngularJS and other JS lib

  • cdn.jsdelivr.net—for UUID lib

  • static2.sharepointonline.com—for OfficeUI fabric CSS style

  • appsforoffice.microsoft.com—for OfficeJS lib

• Using a shared calendar in Outlook for Windows it may not be possible for you to schedule meetings for other hosts at the same time. It appears that the options in this section are grayed out as a result of an Exchange limitation on-premises from Microsoft. The Webex Scheduler can still be used for scheduling meetings with other hosts. Scheduled meetings for hosts other than your own appear to be inviting you instead of the hosts you scheduled.

• Microsoft Outlook Office.js has a limitation that may lead to meeting invitations showing in the incorrect format for lists when using Mac Outlook.

• Dynamic distribution groups are not supported by the Webex Scheduler

• In the Outlook web app for Microsoft Exchange 2013 and the Outlook mobile app for Microsoft Exchange 2013, the WebEx scheduler doesn’t work because of a Microsoft Exchange limitation.

• As soon as you use the Webex Scheduler, you will be able to add the meeting details to your Outlook message in HTML format. There is a possibility that you may not be able to see meeting invite details properly when you convert meeting invite details from Rich Text Format (RTF) to Outlook messages. Make sure that your Outlook messages are formatted correctly by using HTML for your messages.

These limitations are only applicable to organizations that have not deployed Hybrid Calendar for Microsoft Exchange and have not implemented any of its features.

• The Webex calendar will only show meetings that are part of a series as a single meeting.

• A meeting attendee enters the meeting lobby when the entry for the meeting in a series is visible on the Webex calendar and they want to join the meeting in the series.

• In the case of a series of meetings, if one meeting is cancelled, the entire series will be cancelled. In addition, the series is no longer displayed on the Webex calendar.

• If a meeting is part of a series of meetings, attendees cannot join before the host if they are attending before the host.

• The meeting that you schedule in the Personal Room does not appear on your Webex site or on the Webex App if the meeting is scheduled in the Personal Room.

• Editing Webex meetings scheduled using Productivity Tools can be done with the Webex Scheduler add-in for Outlook, but it cannot be done with Productivity Tools for Webex meetings.

Frequently Asked Questions

Why can’t I schedule a Webex meeting in Outlook?

If you’re having trouble scheduling a meeting, make sure you’re logging in using your own account, not the person you’re trying to schedule a meeting for. The email address associated with the Outlook calendar of the other host should match the Webex Desktop App login information.

Can I schedule a Webex meeting in Outlook?

In any browser, a user can schedule a Webex meeting or a Webex Personal Room meeting directly using the Webex Scheduler integrated into Microsoft 365 and Microsoft Outlook. In the invitation to the Webex meeting, you will find the meeting details, as well as a link that will allow you to join.

Why can’t I schedule a Webex meeting?

It is likely that your account has not been set up to allow you to host meetings if you do not see the Schedule a meeting button.

How do I enable Webex scheduler?

If you want to change the settings of a Webex site, click the Settings button on the Sites tab. Select the Common Settings option from the menu on the left side of the screen.
…
Your site needs to be enabled and authorized for Webex Scheduler to work properly:

• Click on the Add New Authorization button.

• Use the administrator account you have created with Microsoft to sign in.

• Click on the Accept button after reviewing the Permissions requested.

How do I sync my Webex team with Outlook calendar?

Click on the Outlook icon in the task bar. Open a new Webex meeting or schedule a new appointment by adding it to your calendar. Click on Add Webex Meeting in the upper-toolbar if you would like to start a new meeting. The Webex “Change Settings” link is located in the ribbon bar at the top of the web page once the extension has been added.

Which scheduler do you want to use for scheduling meetings Webex?

You can schedule meetings from a space using Google Calendar and you can schedule meetings from the Personal Room. There is a new window that opens up in Google Calendar with all of the details of the meeting when you use the Webex App. Adding the people who need to be invited, selecting the date and time, and sending the invite would be all it takes for you to complete the process.

What is Webex scheduler?

The Webex Scheduler is capable of scheduling Webex meetings or Personal Room meetings from Microsoft Outlook desktop, web, and mobile apps directly from the Microsoft 365 desktop, web, and mobile clients. You can add a Webex meeting to any scheduled appointment that you create in Outlook by clicking Add Webex Meeting on the ribbon or by clicking Add Personal Room Meeting on the ribbon.

How do I grant scheduling permissions in Webex?

The first step for accessing your WebEx site is to sign in and click on My WebEx. In the Preferences menu, select Scheduling Options from the drop-down menu. There is a Scheduling permissions box on the left of the screen where you will need to enter the email address of the host you wish to allow to schedule meetings on your behalf. As you scroll down the Preferences page, you will find a Save button at the bottom.

All images and contents credit goes to help.webex.com