Schedule a Meeting in Microsoft Outlook Using the Webex Meetings Desktop App

Meetings can be scheduled, modified, or canceled using Microsoft Outlook. Find out the requirements that must be met before you can schedule a meeting, as well as the many kinds of gatherings that you can organize.

Schedule a Meeting

The Cisco Webex Meetings desktop application does not include access to all of the capabilities that are available for organizing meetings on your Webex site. The interface with Microsoft Outlook does not support all of the recurrence options that are available in Microsoft Outlook; please refer to the tables that follow for more information on this topic.

When you schedule a meeting 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 set up on your Webex site.

1 Start by selecting Schedule Meeting from the Home tab of the ribbon in Microsoft Outlook.

2 Choose from the following options that appear in the pull-down menu:

Organize a Webex Meeting — These days, Webex meetings are the de facto choice for gatherings.
Schedule a meeting in your Personal Room. Personal Rooms are like having your own private virtual conference room. It is always available, and you do not need to make a reservation to use it.

3 Choose the To drop-down menu, then select the people you wish to invite to your meeting.
Only those individuals who get the meeting invitation directly from the host will have the meeting appear in their Webex site calendars or in the calendars of the Webex Meetings mobile app. Invitations that have been forwarded, as well as meeting details that have been copied and pasted into emails, will not be displayed in the recipients’ calendars.

4 Include a Subject and a Location in your response.

5 Determine when you would like your meeting to begin and when it will end.

This covers the date, time, and length of the meeting that will be taking place.

6 After entering any further information that may be required in the email invitation, pick the Send button.

Edit a Scheduled Meeting

After you have scheduled a meeting by utilizing the interface with Microsoft Outlook, you will be able to make changes to the meeting at any time by using Microsoft Outlook. You have the ability to adjust the start time, choose a new audio connection option, specify a new password, and change many other settings as well.

When you make changes to a meeting that has already been set, the invitees are issued an updated email invitation, and the information about the meeting is updated on your Webex site.

1 On your calendar in Microsoft Outlook, open the item that is labeled “scheduled meeting.”

2 Make any desired adjustments to any of the following settings:

• Change Settings–Make adjustments to the settings for your Webex meeting.
• Recurrence–Alter or add to a pattern that occurs repeatedly.
• To modify the text that will appear in your email invitation, type in the window labeled “Appointment.”

3 Choose to Send the Update.

Cancel a Scheduled Meeting

When you book a meeting using the integration with Microsoft Outlook, you have the ability to cancel the meeting at any moment through the use of Microsoft Outlook.

• When you use your Webex site to cancel a Webex meeting, the changes that you make will not be reflected in Microsoft Outlook.
• If you use Microsoft Outlook to cancel a single occurrence of a recurring Webex meeting, the adjustments that you make will also be reflected on your Webex site.
• After canceling a Webex meeting, if you choose to save the meeting or appointment in Microsoft Outlook and do not add another Webex meeting, Personal Room meeting, or Personal Conference meeting, the meeting will be treated as a standard Microsoft Outlook meeting and will not contain any Webex information.

1 On your calendar in Microsoft Outlook, open the item that is labeled “scheduled meeting.”

2 Select the option to cancel the meeting.

3 Choose Yes when prompted with the confirmation notice.

4 Select the option to Send Cancellation.

Recurrence Pattern Limitations