Schedule a Personal Conference or Audio Only Webex Meeting

Personal Conference and Audio Only Meetings

Set Up Your Personal Conferencing Accounts

Create your own individual logins for use with Webex Meetings.

1 Navigate to the My Webex > Preferences menu option.

2 Select the “Set up” option that is located next to the Audio section.

Before the host is allowed to generate the Personal Conference meeting account information, they must first configure their Audio Pin and save it.

3 Select Generate account under the Personal Conferencing section of the menu.

You are permitted to establish a maximum of three accounts for use with Personal Conferencing.

Accounts for Personal Conferencing come with a host access code as well as a host pin, all of which are required in order to initiate the audio portion of a Personal Conference meeting. In addition to that, they provide an attendee access code so that others can join. In order for the host to begin the meeting, the host must first enter the host access code as well as the host pin.

When you schedule a meeting using Personal Conference, you will be asked to choose which of your Personal Conference accounts to use. You can also use one of these accounts to start an instant Personal Conference meeting from any phone, without having to first schedule the conference.

At any time, you are able to terminate your Personal Conferencing account.

4 Choose to save the file.

Schedule a Personal Conference or Audio Only Meeting from the Webex Site

You can do so via the meeting scheduling page on your Webex site.

1 Select Meetings from the menu on the left side of the navigation bar on your Cisco Webex website, then click the Schedule button.

2 Choose Webex Personal Conference as the sort of meeting you want to host.

3 Click the Schedule button after you have completed entering the remaining required details for your meeting.

Schedule a Personal Conference Meeting with Microsoft Outlook for Windows

• When Webex is integrated with Outlook, it makes it possible to schedule meetings using the most fundamental of options. It’s possible that the Webex integration with Outlook won’t provide you access to all of the features and settings that are available on your Webex site.
• Unfortunately, the Webex integration with Outlook does not support all of the recurrence options that are offered in Microsoft Outlook.
• The beginning time for any meeting invitations that you issue from Microsoft Outlook will show in the time zone that is set on your computer. This time zone may or may not match the time zone preferences that you have set up on your Webex site.

1 To plan a meeting for a Personal Conference, choose one of the following options:

• You can choose New Meeting or New Appointment from the calendar in Microsoft Outlook, or you can select New Meeting or New Appointment from the New items menu.
• The Schedule icon can be found on the Webex Productivity Tools panel. Select it.
• On the toolbar of Microsoft Outlook, navigate to the Schedule Meeting menu and select either Schedule Personal Conference Meeting or Schedule Audio Only Meeting.

Prior to being able to specify the general meeting details, you are first need to enter the Webex settings.

2 Specify the general meeting information within the appointment or meeting that you created in Outlook.

• In the Subject box, provide a subject that will be discussed during the meeting.
• Indicate the beginning and ending timings of the meeting in the respective lists labeled “Start time” and “End time.”
• (Optional) Choose the Recurrence option for your meeting, and then pick the Recurrence Options drop-down menu to customize the meeting’s repeat schedule. Refer to the article titled “Recurrence Pattern Limitation for the Cisco Webex Integration to Outlook” for more information on the recurrence pattern differences that exist between Webex and Microsoft Outlook.
• Specify any other available choices, such as a meeting notification (this step is optional).

3 In the “To” box, enter the names or email addresses of the people you are inviting.

If you scheduled your appointment using the Appointment app, you will need to use the Scheduling Assistant app to view the To box.

4 Select the Add Personal Conference Meeting option from the menu.

If you chose to schedule a personal conference meeting in the previous stage, you do not need to complete this step.

5 If it’s essential, input the information that’s been requested for the Personal Conference Meeting.

6 If you need to, select the sort of audio connection that you’ll be using and any other options that are essential under the Webex Settings page for audio and tracking.

7 (Optional) To add alternate hosts, select the Resources tab in the Admin Console.

Someone else who is authorized to start and host your meeting in the event that you are unable to be there is referred to as an alternate host. Please refer to the Add Alternate Hosts for Scheduled or Personal Room Meetings article for further details.

8 Choose the OK button.

9 Select the Send button to send the invitations to the meeting to the people who were invited.

Schedule a Personal Conference Meeting with Microsoft Outlook for Mac

Using the Webex connection in Outlook for Mac, you can convene a meeting using the Personal Conference feature.

1 Select one of the following to complete:

• Select the Webex ball symbol located in the top toolbar of your Mac, and then select Schedule Personal Conference Meeting.
• To schedule a personal conference meeting using Webex, pick the Webex ball symbol found in Outlook and then select Schedule Personal Conference Meeting.

2 Provide specific details regarding the general meeting information.

• In the Subject box, provide a subject that will be discussed during the meeting.
• Indicate the beginning and ending timings of the meeting in the respective lists labeled “Start time” and “End time.”
• Choose the Recurrence option for your meeting, and then pick the Recurrence Options drop-down menu to customize the meeting’s repeat schedule. Please see the “Recurrence Pattern Limitation” section of the “Webex Integration to Outlook” documentation for further details.
• Specify any additional choices that Microsoft Outlook offers, such as a meeting notification (this step is completely optional).

3 In the “To” box, enter the names or email addresses of the people you are inviting.

If you scheduled your meeting using an Appointment, you will need to select Invite Attendees in order to see the To box.

4 Select the Add Personal Conference Meeting option from the menu.

5 If it’s essential, input the information that’s been requested for the Personal Conference Meeting.

6 Specify the meeting settings for the Personal Conference call.

• Enter a meeting password for Webex invitees. This step is completely optional. An asterisk will appear next to the input box if your website requires users to have a meeting password.
• Choose any additional hosts for the meeting from the list of people who have been invited (this step is optional). Please refer to the Add Alternate Hosts for Scheduled or Personal Room Meetings article for further details.
• Choose the Audio connection that you want to use.

7 To send the invitation to the meeting to the people who have been invited, select the Send button.

Schedule a Personal Conference Meeting with IBM Lotus Notes

1 To set up an appointment for a Personal Conference meeting:

• Choose the option to Schedule a Meeting within your Lotus Notes calendar.
• The Schedule icon can be found on the Webex Productivity Tools panel. Select it.

The tab for the new calendar entry appears.

2 Choose either Add Personal Conference Meeting or Add Audio-Only Meeting from the Add Meeting drop-down menu.

3 If it’s essential, input the information that’s been requested for the Personal Conference Meeting.

4 Provide specific information regarding the general meeting:

• Include a Subject heading for the gathering.
• Include the beginning and ending times for the meeting in your response.
• Select Repeat, and then choose from the available recurrence options to set a recurring pattern for your meeting. This step is completely optional. Please refer to the Specify a Recurrence Pattern for a Meeting page for further details.
• Specify any other choices that Lotus Notes makes available, such as a meeting notification (this step is optional).

5 To invite individuals to the meeting, click an address book icon and then in the Invitees panel select invitee names or enter the names manually. This will allow you to invite people to the meeting.

When you use the Webex integration with Lotus Notes to invite participants to a meeting, those attendees will not show up on the attendees list that you save for the meeting on your Webex site.

Please consult the Help menu of Lotus Notes for any further information you may require regarding the invitation of attendees.

6 Handle the invitation’s business.

• To send the invitations to the participants, select Save and Send Invitations from the menu.
• Choose to save the document as a draft, and you can invite people to the scheduled meeting at a later time.

After you have scheduled a meeting, you are able to make changes to the settings for that meeting.

The appointment for the meeting is added to both your Lotus Notes calendar and the public calendar that is hosted on your Webex site when you use Webex Productivity Tools.
You are able to establish a recurrence pattern for your meeting by using the repeat options that are available in Lotus Notes. You may, for instance, schedule a meeting to take place on every other Wednesday at 2:00 p.m. until a certain date in the future. When you integrate WebEx with Lotus Notes, the meeting is automatically scheduled for each day in the recurrence pattern that you select.

However, depending on the service that you use, it’s possible that some of the repetition choices in Lotus Notes won’t be supported. Please refer to the Recurrence Pattern Limitations in Webex Integration to Lotus Notes page for any additional information.

1 If you have a meeting scheduled using the WebEx interface to Lotus Notes, access the entry in your Lotus Notes calendar to view the meeting time and location.

 

The recurrence pattern discrepancies between Webex and Lotus Notes are compared and contrasted in the table that follows.

Table 1. Webex Meetings

Type	Lotus Notes Option	Converted to Webex Meeting Option
Weekly	Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]	For Meeting Centers: Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday] For Event Center events and Training Center training sessions: Every week on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday] If you use Lotus Notes to arrange a meeting that takes place every X weeks, where X is an integer higher than 1, the meeting will be scheduled in Lotus Notes according to the parameters that you requested, but it will be displayed on your Webex site as a weekly meeting.
Monthly	Count from the end of the month	Not supported
Yearly	Every 1- 10th year	Every year. If you use Lotus Notes to arrange a meeting that takes place every X years, where X is an integer higher than 1, the meeting will be scheduled in Lotus Notes according to the parameters that you requested, but it will be displayed on your Webex site as a yearly meeting.
Custom	Custom settings	Not supported
End date	Start from date to date	In the event that the time period in question is longer than one year, it will be shortened to one year.
	Beginning with the date and continuing for a total of X times	In the event that the time period in question is longer than one year, it will be shortened to one year.
Specify Exceptions	Don’t move	Not supported.
	Move to Friday	Not supported.
	Move to Monday	Not supported.
	Move to nearest weekday	Not supported.
	Delete	Not supported.

 

Table 2. Webex Personal Conference Meetings

Type	Lotus Notes Option	Converted to Webex Personal Conference Meeting Option
Daily	Every 1-31th day	Every day
Monthly	Every 1st-12th month on the 1st -31st	Every month on the [1st, 2nd, 3th, 4th, day last] [Sun, Mon, Tue, Wed, Thu, Fri, and Sat]
	Beginning your count at the last day of the month	Not supported
	Every 1st-12th month on the [1st, 2nd, 3th, 4th, last][Sun, Mon, Tue, Wed, Thu, Fri, Sat]	Every 1 week on [Sun, Mon, Tue, Wed, Thu, Fri, Sat]
Yearly	Every 1- 10th year	Not supported
Custom	Custom settings	Not supported
End date	Start from date to date	In the event that the time period in question is longer than one year, it will be shortened to one year.
	Beginning with the date and continuing for a total of X times	If the time period is longer than a year, it will be shortened to a year’s worth of time.
Specify Exceptions	Don’t move	Not supported.
	Move to Friday	Not supported.
	Move to Monday	Not supported.
	Move to nearest weekday	Not supported.
	Delete	Not supported.

 

Take notice of the following in order to make changes to or eliminate a recurring meeting in Lotus Notes:

When you make changes to a repeated meeting on your Webex site, such as rescheduling the date of the meeting or modifying the meeting options, the modifications that you make to a single instance of the meeting must be applied to all of the meeting’s instances for the modifications to take effect on your Webex site. If you merely make the changes to the single instance, Lotus Notes will be updated, but the calendar on your site will not be updated.

If you cancel just one occurrence of a recurring meeting, that particular occurrence will be removed from Lotus Notes, but it will continue to appear on your calendar. In order to remove a recurring appointment from the calendar in Lotus Notes, you will need to delete all occurrences of the meeting in question.

Start a Personal Conference or Audio Only Meeting

The beginning of Personal Conference meetings and Audio Only meetings does not occur automatically at the times that have been arranged. The audio portion of the meeting must be started first, and only after that can you begin the online section of the conference.

If you decide to upgrade the Personal Conference meeting to an online meeting, only the first 25 people who register for the meeting will be able to participate in the online component of the conference.

1 You can begin the audio segment of the meeting by dialing the number that is provided in the email invitation or on the page that provides information about the personal conference meeting.

Only if the audio segment of the Personal Conference meeting has already begun will you have access to this button.

2 Listen carefully to the instructions and then key in the host access code and audio pin when prompted.

Before the host is allowed to generate the Personal Conference meeting account information, they must first configure their Audio Pin and save it.

3 Begin the segment of the conference that will take place online,

• You can visit the Personal Conference Meeting Information page by clicking the link provided in the email invitation, or you can get there by navigating to that page using your Webex account.
• In order for the host to begin the meeting, the host must first enter the host access code as well as the host pin.
• Choose the Start option on the page that displays your Personal Conference Meeting Information.

Edit Your Webex Preferences

You have the ability to customize your Webex site account with the following settings.

1 Navigate to the My Webex > Preferences menu option.

2 Choose the Expand all option to open up all of the sections, or choose an individual section to open up that one.

3 Indicate your preferences in each of the following sections:

• General: You need to make sure that the web pages on your Webex site are using the correct time zone, language, and locale. You also have the option of customizing the default page for each tab.

• “Meet Now” Settings: You can configure the default choices for instant meetings by using the Meet Now button. You have the option of choosing the default meeting type, as well as the meeting template, password, and audio connection settings. You can also pick whether your immediate meetings take place in your Personal Room, although this option is dependent on the settings you’ve selected for your site.

• Audio: Enter the details required for your Personal Conferencing account as well as your phone number.

  Enter your phone numbers in the space provided under “My Phone Numbers,” and then choose from the following additional options:

  Call-in authentication: You will be able to call in to a meeting without having to input the meeting number if this option is enabled for your site and you take advantage of it. If you want to associate your account with a specific phone number by activating this setting, your account will be linked to that number. Only meetings with audio that has CLI (caller line identification) or ANI (automatic number identification) enabled will have this option accessible to them.

  Call Me: If the Call Me feature is supported by your Webex site, selecting this option will enable you to receive a call from the meeting so that you can connect to audio. You have the ability to activate this feature for any of the phone numbers listed in your settings.

  Audio PIN: Your audio personal identification number helps to ensure that other people cannot use your phone number to join a meeting. When you phone into a meeting, you could be requested to enter your personal identification number (PIN) for audio. It is possible that the settings of your Webex site will require you to enter an audio PIN. This is especially the case if you make use of the Call-in authentication option.

  To create up to three Personal Conferencing accounts, go to the Personal Conferencing section of the menu and click Generate account.

  Accounts for Personal Conferencing come with a host access code that you can input to begin the audio section of a Personal Conference meeting. In addition to that, they provide an attendee access code so that others can join.

  When you schedule a meeting using Personal Conference, you will be given the option to choose which of your Personal Conferencing accounts to use. You can also use one of these accounts to begin an instant Personal Conference meeting from any phone without having to first schedule it in advance.

  At any time, you are able to terminate your Personal Conferencing account.

• Video Systems: You will need to add the video addresses of any video conferencing systems that you intend to utilize in conjunction with Webex. You should be able to receive a call from the meeting to your video system so that you can connect to audio and video if this function has been enabled at your location.

• My Personal Room: You need to provide a unique name and a unique URL, and you should copy the URL so that you can share it with other people. You may also be able to specify a different URL for your Personal Room, depending on the options that you have for this website. You have the option of programming the room to lock itself 5, 10, 15, or 20 minutes after you enter it, and you can choose to be notified if someone enters the lobby of your Personal Room while you are not present.

• Scheduling Templates: You should manage scheduling templates that will enable you to rapidly arrange meetings.

• Scheduling Options: You can configure the options for removing finished meetings, the default meeting type, the Quick Start page, and scheduling permission here.

• Support Center: You are able to customize the order in which the tabs display on the Support dashboard.

4 To save your changes, select the Save button.

Telephone Keypad Commands

While you are participating in a Personal Conference Meeting, you have access to the following keypad commands. The host may access functions that the participants are unable to use.

The telephone keypad commands will no longer be accessible after you begin the online section of your Personal Conference Meeting.

Table 3. Host and Attendees:

To…	Enter…
Hear all keypad commands	**
Mute your audio	*6
Unmute your audio	*6
Play the participant count	*#

 

Table 4. Host Only: