Scheduling WebEx Meetings with Microsoft Outlook. About WebEx Integration to Outlook WebEx Integration to Outlook provides a convenient way for you to schedule or start online meetings using Microsoft Outlook. Using Integration to Outlook, you can perform these activities without the need to use your WebEx site—that is, the site where you normally schedule and join your online meetings. WebEx Integration to Outlook is a WebEx Productivity Tool for Microsoft Outlook. If your administrator has configured it, you can choose to install Productivity Tools from the Downloads link on your WebEx site.
About WebEx Integration to Outlook WebEx Integration to Outlook provides a convenient way for you to schedule or start WebEx meetings or WebEx Personal Conference meetings using. Add WebEx Meeting button. 2 Do the following to specify general meeting information: Type a topic for the meeting in the Subject box. In the Start time.
Depending on system configuration, Productivity Tools can automatically update when new versions are available. Once Productivity Tools are installed, WebEx integration options appear in Microsoft Outlook allowing you to quickly schedule an online meeting. Note Before you use WebEx Integration to Outlook, ensure that:. You have a user account on your WebEx site. You are familiar with Microsoft Outlook.
You are using a supported version of Microsoft Outlook:. Microsoft Outlook 2007 SP2 and later. Microsoft Outlook 2010 (32-bit and 64-bit editions; all Service Packs). Microsoft Outlook 2013 When scheduling a meeting, you can invite people using any of your Outlook address lists, including the Global Address List, Personal Address List, or Contacts folder. People whom you invite to a meeting do not need to use Integration to Outlook to join the meeting. Scheduling a WebEx Meeting from Microsoft Outlook Note You must have a Host account to schedule a meeting.
To schedule an online meeting using WebEx Integration to Outlook, open a new Meeting Request or Appointment window in Outlook, and then specify information and settings for the meeting. Before you begin Be aware of the following:.
Integration to Outlook does not support all of the recurrence options that are available in Microsoft Outlook. In any meeting invitations that you send from Microsoft Outlook, the meeting's starting time appears in the time zone that is set on your computer, not in your WebEx account preferences. On your WebEx site, all meeting times appear in the time zone that you set in your site preferences, regardless of the time zone that is set on your computer. Since you are scheduling the meeting from Microsoft Outlook, any users you invite as alternate hosts will receive two meeting notifications:. One inviting them as an invitee with the Join the Meeting link. One inviting them as an alternate host with the Start the Meeting link Your invitees can use either link to enter the meeting.
If you schedule the meeting from the web, users you invite as alternate hosts will receive just one email notification with a link to start the meeting. Procedure Step 1 From your Microsoft Outlook client, open a new meeting request by doing one of the following:. Choose New Meeting Request or New Appointment. Select Schedule Meeting from the WebEx menu A Meeting scheduling window appears with the Add WebEx Meeting ball in the WebEx menu. Step 2 Enter your meeting details, such as the meeting subject and start and end times, and invite attendees. To specify a recurrence pattern for your meeting, click Recurrence, and then select recurrence options. Step 3 Select Add WebEx Meeting from the WebEx menu.
The WebEx Settings dialog box appears. Note If the WebEx Settings dialog box does not appear, sign in to WebEx Assistant and select the Add WebEx Meetings icon again. Step 4 (Optional) If you want to change the meeting type, select it in the Meeting Information section. Setup by your administrator, the meeting type determines the various conferencing features and options enabled for the meeting. For example, recording may or may not be available for a given meeting type.
Step 5 (Optional) If you want to include a password for your meeting, enter it in the Meeting Information section. Step 6 (Optional) If you want to grant other users the permission to start your meeting on your behalf, select the Alternate Host tab and select them from the list. You must first add them to your list of attendees before selecting them. Note If your organization relies on single sign-on (SSO) and your administrator changes the email address of your alternate host, you may get a message that the email address is not found. Until the new email address is propagated during the daily synchronization between Exchange, Outlook, and CWMS, you will not be able to designate an attendee with a modified email address as an alternate host or to schedule a meeting as a delegate. Step 7 (Optional) On the Audio Conference tab select your audio conference type.
Note The audio options can be changed only by changing the meeting type. The available options are indicated by a green checkmark.
Unavailable options are indicated with a red cross. WebEx Audio - This audio connection mode lets meeting hosts and participants join the online portion of the meeting using the link provided in the meeting email invitation message. Once connected to a meeting, users can either call in to the meeting or use the Call Me feature to receive a call at a number they have provided. This option requires a host to schedule a meeting with either the Meet Now feature or the scheduler.
Personal Conferencing - This audio connection mode lets a meeting host quickly start the audio portion of a Cisco WebEx meeting at any time. The meeting host and participants simply dial the same call-in number, enter access codes, and the audio portion of the meeting begins. The system then sends an email to the meeting host with a link to the online portion of the meeting. If the host chooses to start the online meeting, participants can then use it to share information or collaborate on an idea. The meeting host is not required to schedule Personal Conferencing meetings in advance, and once generated, the access codes do not change.
Note You must have a Personal Conference account and a host PIN to use the Personal Conferencing option. Step 8 Select OK to close the WebEx Settings dialog box. WebEx information displays in your Microsoft Outlook appointment form. Step 9 Select Send to save your meeting information and send email invitations to invitees. The scheduled meeting displays in your Outlook calendar and the list of meetings on your WebEx Meetings page.
Related Concepts Related Tasks Starting a Scheduled Meeting from Microsoft Outlook Note You must have a Host account to start a meeting. Procedure Step 1 In Microsoft Outlook, double-click the meeting entry from the Outlook calendar. The meeting notification appears. Step 2 Select the link to start your meeting. What to do next If you are using Chrome 32 and later or Firefox 27 and later, you might see a prompt to install a Cisco WebEx plug-in. Select Download and follow the instructions to install the required plug-in.The exact versions of Chrome and Firefox that are affected by this policy were not finalized as of the publishing of this document. Note After installing the plug-in, it might be necessary to enable it.
If you are using Chrome, select the plug-in icon that displays on the top right of your page, check the Always allow plug-ins. Option and select Done. If you are using Firefox, select the plug-in icon that displays at the beginning of your URL (before https:) and select Allow and Remember. If the meeting does not start automatically, refresh the page. Recurrence Pattern Support in WebEx Integration to Outlook Note You must have a host account to schedule and modify meetings. If you use WebEx Integration to Outlook to modify meeting settings for a recurring meeting, you must apply the changes to the entire series of the meeting. If you apply the changes to just a single occurrence of the meeting, the changes will show only in Outlook, not on your WebEx site.
Invitees attempting to join meetings tied to the changed single occurrence can incorrectly be notified that the meeting has not yet started unless the host of that meeting occurrence explicitly joins the meeting to start at the scheduled time. There is a known issue whereby the system skips recurring meeting instances that were not attended. For details, see.
Hi, Is this happening on every PC with OL2007 or just some? How are you installing the Productivity Tools? Can you try the following: 1. Uninstall the Productivity Tools 2. Close Outlook 3. Download Productivity Tools MSI file (ptools.msi) and save it to your desktop 4.
Ran Command Prompt as Administrator (right click Command Prompt in Start Programs section, and select Run as Administrator) 5. Change to the directory where you saved ptools.msi 6.
Run the following command (replace ' webexsitename.domain.com' with your WebEx Site URL): msiexec.exe /q /i 'ptools.msi' SITEURL='OI=1 This is a silent install, so wait for 5min and check in Control Panel Programs and Features if the PT installed. Once installed, start WebEx Assistant and log in to your WebEx Site. Start Outlook and verify if the WebEx options show in the ribbon. I hope this will be of help. Hi, Is this happening on every PC with OL2007 or just some? How are you installing the Productivity Tools?
Can you try the following: 1. Uninstall the Productivity Tools 2. Close Outlook 3. Download Productivity Tools MSI file (ptools.msi) and save it to your desktop 4. Ran Command Prompt as Administrator (right click Command Prompt in Start Programs section, and select Run as Administrator) 5. Change to the directory where you saved ptools.msi 6.
Run the following command (replace ' webexsitename.domain.com' with your WebEx Site URL): msiexec.exe /q /i 'ptools.msi' SITEURL='OI=1 This is a silent install, so wait for 5min and check in Control Panel Programs and Features if the PT installed. Once installed, start WebEx Assistant and log in to your WebEx Site.
Start Outlook and verify if the WebEx options show in the ribbon. I hope this will be of help. Hi Shibin, Some causes of the issue can be: 1. During the PT push to the end user (if PT is pushed) the Outlook Integration switch wasn't implemented right. After PT was installed, some other OL add-in might conflicted with it and the PT integration was Disabled in OL. For the second option, open Outlook, click on File Options Add-ins, and first check if WebEx Productivity Tools shows in Add-ins list. If it is in Active Application Add-ins then it should show in the ribbon b.
If it is in Inactive Application Add-Ins list, then OL policies are not allowing it c. If it is in Disabled Application Add-ins, something was conflicting with it and it was disabled. In this case, in the bottom of the page click on Manage: Disabled Items and click Go. Then select PT dll file listed, and click Enable. Restart Outlook and see if it is resolved. For the first scenario, the instructions for installing PT with admin rights mentioned in this post should be the next step.
I hope this helps.