Schedule a Meeting in Microsoft Outlook for Windows in Webex
Using Cisco Webex Productivity Tools on Windows, you can schedule, modify, or cancel appointments directly from within Microsoft Outlook. Find out the requirements that must be met before you can schedule a meeting, as well as the different kinds of gatherings that you can organize.
Schedule a Meeting Prerequisites
Using the Webex Productivity Tools integration to Microsoft Outlook, you can schedule Webex meetings or appointments, and the scheduling procedure is very similar for both of these options.
Please be aware of the following:
- Productivity Tools does not include access to all of the features that are accessible on your Webex account for the purpose of scheduling meetings. This contains several of the patterns that keep occurring. Please refer to the Webex Integration to Outlook’s Recurrence Pattern Limitation for any additional information.
- The Webex integration to Outlook does not support all of the recurrence options that are accessible in Microsoft Outlook. These options can be found in Microsoft Outlook.
- If you issue meeting invitations using Microsoft Outlook, the start time of the meeting will be displayed using the time zone that is set on your computer. This time zone may or may not be compatible with the time zone preferences that you have configured on your Webex site.
Schedule a Webex Meeting
- Click Schedule Meeting > Schedule Webex Meeting in the Webex group of the Home toolbar in Microsoft Outlook. This will bring up the Webex group.
- Make sure that the Webex Settings are accurate, then select the OK button.
- To invite attendees to the gathering, select their names after clicking the To button.
- Include a Subject and a Location in your response.Click the “Change Settings” button on sites running WBS40.9 or later to access more sophisticated meeting features, such as cohosts and breakout sessions.
- Click Send.To remove a Webex meeting from your calendar without actually canceling the meeting itself, first open the meeting in question and then select the “Cancel Webex” or “Cancel Personal Room” button. After that, submit the latest update.
Schedule a Personal Room Meeting
Your very own private online meeting space is referred to as a “Personal Room.” It is never reserved, so you never have to worry about losing your spot. When you schedule a meeting to take place in your Personal Room, that meeting will take place in your Personal Room, and the link to attend the meeting will be the URL for your Personal Room.
- To schedule a personal room meeting in Webex, from the Home tab of the toolbar in Microsoft Outlook, select Schedule Meeting > Schedule Personal Room Meeting.
- To invite attendees to the gathering, select their names after clicking the To button.
- After you have added a Location, select the Send button.
- To send the invitations to the meeting to the individuals you have invited, select the Send button.
Schedule a Personal Conference or Audio-Only Meeting
- You can schedule a personal conference or an audio-only meeting in the Webex group by selecting Schedule Meeting > Schedule Personal Conference from the Home toolbar in Microsoft Outlook.
- To invite attendees to the gathering, select their names after clicking the To button.
- After you have added a Location, select the Send button.
Recurrence Pattern Limitation for the Webex Integration to Outlook
The accompanying table presents a comparison of the recurrence patterns of Webex and Microsoft Outlook, illustrating the distinctions that exist between the two programs.
|
Type |
Outlook Option |
Converted to Webex Meeting Option |
|---|---|---|
|
Weekly |
Every [X] weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday] |
For activities held in the Event Center and training sessions held in the Training Center: On the following days of the week every week: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday] When you schedule a meeting in Microsoft Outlook to occur every X weeks, where X is an integer greater than 1, the meeting will be scheduled in Outlook according to the parameters that you specified, but it will be displayed on your Webex site as a weekly meeting. The beginning of the week is always set to Sunday because that is the default setting. Because customization is not permitted, changing the day on which the week begins to a different day results in the week beginning on the Webex site being out of sync with what you have set. |
|
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. |
|
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. |
In the event that the time period is greater than one year, it will be shortened to one year. | |
|
End by [date input] |
In the event that the time period is greater than one year, it will be shortened to one year. |