Schedule and join meetings with Webex Scheduler for Microsoft Outlook

Using the Webex Scheduler, it is possible to arrange Webex meetings or Webex Personal Room meetings directly from Microsoft Outlook, using any browser. The invite to your calendar displays the information about the Webex meeting, including a link to join the conference.

Add the Webex Scheduler add-in from Microsoft AppSource

You are able to install the Webex Scheduler add-in on your own if you are a user of Microsoft 365 and your administrator has not done so before.

1 Navigate to the Microsoft AppSource website.

2 Look for the Webex Scheduler add-in that you installed.

3 Select Get it right now and then follow the directions that appear on the screen.

Once the application has been added, proceed with the steps outlined in the Set your Webex site in Outlook.

Set your Webex site in Outlook

You are need to select the Webex site that will be associated with your account before you are able to use the Webex Scheduler to set up a meeting.

1 To begin, launch Outlook for desktop and navigate to the Cisco Webex group on the ribbon. From there, select Add Webex Meeting.

Select “New event” followed by “Cisco Webex Scheduler Webex Scheduler” and then “Add Webex Meeting” if you’re using the web-based version of Outlook.

In order to view this option, the Webex Scheduler add-in must first have been installed on your computer or by your administrator, and the Webex Scheduler for Microsoft 365 must have been configured by the administrator of your Webex site.

The Welcome screen appears.

2 Choose the Get Started option.

3 Either select the URL of the Webex site you wish to use or enter it manually using the format company, and then select the Next button.

Choose the Allow option if you receive a notice that says Webex Preferences wants to open a new window.

4 The screen that prompts you to sign in opens in a new tab or window in your browser. After entering your email address associated with Microsoft 365, pick the Next button.

5 After entering your password for Microsoft 365, pick the Sign in button.

If you are prompted with the question “Stay signed in?,” choose “Yes” to minimize the number of times you are required to enter your login information.

Schedule a meeting from Outlook

Once you have your Webex site up, you will have the ability to incorporate a Webex meeting into any appointment that you set up in Outlook.

1 Start by making an appointment in Microsoft Outlook.

2 Enter the name of the appointment, the location, as well as the beginning and ending timings.

3 If you would like to have the appointment rescheduled, you can do one of the following:

• In the desktop program, navigate to the ribbon and pick the option labeled “Recurrence.” Next, choose how often you would want this appointment to recur and when you would like it to stop.
• You can choose how often you want the meeting to repeat by clicking the drop-down list that is located in the Repeat area on the web app. You can also choose when you want the meeting to end.

4 Do one of the following to invite others to the event:

• Choose the option to Invite Attendees within the desktop software, and then enter one or more email addresses into the area designated as Required.
• In the Invite attendees area of the web app, input one or more email addresses for potential attendees.

5 Choose the Add Webex Meeting option located in the Cisco Webex group on the ribbon of Outlook if you are using the desktop version of Outlook.

When using Outlook on the web, choose the Cisco Webex Scheduler from the menu on the left, and then choose Add Webex Meeting from the drop-down list that appears.

After a brief pause, a link to the meeting is inserted into the location box, and the appointment’s body is populated with the meeting’s particulars.

In the event that you try to add a meeting to Webex Meetings and run into a problem while doing so, the specifics of the error will be shown above the body of the appointment.

6 (Optional) You can change the settings for the meeting, such as adding an additional host or cohost. Additionally, you have the option to change the meeting password, create an entry and exit tone, and add a tracking code.

Choose Webex Preferences from the drop-down menu in the Cisco Webex group on the ribbon of Outlook if you’re using the desktop version of Outlook.

When using Outlook on the web, go to the Cisco Webex Scheduler menu and then select Webex Preferences.

When you are completed making changes to the meeting selections, select the Update meeting option.

7 Choose the Send option.

The meeting information, along with a link to actually join the meeting, is displayed in the appointment. You are free to copy the link and distribute it to other people.

Start or join a meeting

Using the Webex Scheduler that is included in Microsoft Outlook makes it easy to begin a meeting or to join one that has already been planned.

You can either begin a meeting or join an existing one by doing one of the following:

• To open the link, you’ll need to use the Outlook calendar invite.
• Join the event using a video platform or application by dialing the video address provided in the calendar invite.
• Join by dialing the number provided in the invitation that was sent to your calendar.

 

Choose the Join option from the video player on your cloud-registered device. The Join button will become available five minutes before the start of the meeting.

Edit a meeting

You can modify an already scheduled meeting in Outlook at any moment after you have done so. Change the people who will be attending the meeting as well as the details of the meeting, such as the date and time, as well as the options for the meeting, such as the meeting type or template.

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

1 Make the necessary changes to the meeting that is booked in your Outlook calendar.

2 Make any of the following modifications:

• To add attendees, select Required from the drop-down menu.
• Change the topic, the place, the time, or the frequency of the event.

The following is an example of the format for the Webex meeting details:

3 Modify the settings for the Webex meeting.

Choose Webex Preferences from the drop-down menu in the Cisco Webex group on the ribbon of Outlook if you’re using the desktop version of Outlook.

Choose the Cisco Webex Scheduler if you’re working with the web-based version of Outlook. Webex Preferences can be accessed through the Cisco Webex Scheduler.

4 When you are completed making changes to the meeting selections, pick the Update button, and then select the Send Update button.

If you are utilizing Outlook for Microsoft Exchange, there is no requirement for you to pick Update. When you make changes to the meeting details, your meetings are automatically updated.

Remove a meeting

If you no longer require Webex meetings for your Outlook appointments, or if you want to change the meeting type for your Webex meetings, remove those Webex meetings from your Outlook calendar.

1. Open a meeting appointment in your Outlook calendar that is associated with a Webex session.

2 Navigate to the Preferences menu on Webex:

Choose Webex Preferences from the drop-down menu in the Cisco Webex group on the ribbon of Outlook if you’re using the desktop version of Outlook.

Click the Cisco Webex Scheduler > Webex Preferences menu option if you’re working with Outlook for the web.

3 Choose to either remove or cancel the meeting.

Change the default meeting type

When you add a meeting to an appointment in Outlook, you have the option of changing the default type of Webex meeting that will be used:

Generate a one-time meeting link – Each meeting has its own individual connection to the meeting, as well as its own video address.

Use my Personal Room link – Your link to your Personal Room will be used for all meetings as the meeting link, and your video address in your Personal Room will be used as the video address.

1 Choose Webex Preferences from the drop-down menu in the Cisco Webex group on the ribbon of Outlook if you’re using the desktop version of Outlook.

To configure your webex preferences, go to New event > Cisco Webex Scheduler > Webex Preferences if you’re using the web-based version of Outlook.

2 Click the Save button after selecting the default meeting type in the Webex Meeting Link section.

This modification will take effect for any and all upcoming Webex meetings that you add to appointments.

Change the Webex site you use in Outlook

When you add a Webex meeting to an appointment in Outlook, you have the option of specifying which Webex site you would prefer to utilize. This is useful in situations in which you have access to more than one Webex site for meetings.

1 If you are working from a desktop version of Outlook, navigate to the Cisco Webex group on the ribbon in Outlook, and then select Webex Preferences.

When using the web version of Outlook, go to the New event menu and then pick Cisco Webex Scheduler. Webex Preferences can be accessed through the Cisco Webex Scheduler.

2 Pick the option to Change the Webex site.

3 Either select the URL of the Webex site you want to utilize or input it manually, and then select the Next button.

4 Choose the default type of meeting, then click the Save button.

Remove the Webex Scheduler add-in

If you installed the app on your own and have decided that you no longer wish to arrange meetings using the Webex Scheduler, you can delete the program from your device. If the program was installed by your administrator, you should talk to your administrator about removing it.

1 If you are using Outlook for desktop, select Get Add-ins from the Add-ins group on the ribbon in Outlook. This will allow you to download more add-ins.

You can get add-ins for Outlook on the web by going to More options and selecting Get Add-ins.

2 In the window for Microsoft 365 Add-ins, select the option labeled My add-ins.

3 Once you’ve found the Cisco Webex Scheduler, pick More > Remove from the menu.