Webex Meetings: (Mac) Schedule a Webex Meeting using Outlook Desktop

Schedule, edit, or cancel meetings from Microsoft Outlook for the Mac.

Scheduling Webex Meetings from the Outlook Desktop Client is easy.

Advantages

  • Not having to go to a website to add a Webex Meeting to your newly created or existing meetings
  • Ability to just click a single button to make your meetings a Webex Meeting
  • Easy to view your calendar and others when scheduling

Requirements

  • Webex Meetings Scheduler add-in must be installed.

Add Cisco Webex Meetings Scheduler to Outlook

1

Go to Microsoft AppSource.

2

Search for the Cisco Webex Meetings Scheduler app.

3

Select Get it now and follow the on-screen instructions.

Set Your Webex Site in Outlook

1

If you're using Outlook for desktop, in the Cisco Webex group on the ribbon, select Add Webex Meeting.

Webex Meetings Scheduler

The Welcome screen appears

2

Select Get Started.

3

Select or enter the Webex site URL that you want to use, in the format uwmadison.webex.com, and then select Next.


Webex Site


If you see a message that Webex Preferences wants to display in a new window, select Allow.

4

The Sign in screen opens in a new browser window. Enter your Microsoft 365 email address, and then select Next.

Sign in


6

Select Add Webex Meeting to add a Webex meeting to your appointment. If you prefer to add a Webex Personal Room meeting when you add a Webex meeting to an appointment in Outlook, change the default meeting type. For more information, see Change the Default Meeting Type section.


Change the Default Meeting Type

You can change the default type of Webex meeting to use when you add a Webex meeting to an appointment in Outlook:

  • Webex meeting—Each meeting has a unique meeting link and video address.

  • Webex Personal Room meeting—All meetings use your Personal Room link as the meeting link and your Personal Room video address as the video address.

1

If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.

Webex Preferences

2

Select the default meeting type from the drop-down list under Default meeting type and select Save.

Default Meeting Type

Note - The change applies to all future Webex meetings that you add to appointments.


Schedule a Webex Meeting from Outlook

1

Create an appointment in Outlook.

2

Enter the appointment name, location, and start and end times.

3

If you want the appointment to repeat:

  • In the desktop app, select Reccurence in the ribbon and then select how often you want this appointment to repeat and when you want it to end.
4

To invite others:

  • In the desktop app, select Invite Attendees and then type one or more email addresses in the Required box.
5

In the Cisco Webex group on the ribbon in Outlook, select Add Webex Meeting.

Add Webex

After a few moments, the Webex meeting details are added to the body of the appointment.

6

(Optional) Edit the meeting options, such as add an alternate host or cohost.  You can also set the entry and exit tone, enable breakout rooms(default) and change the meeting password

  • If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.
Note - In order to add a cohost/s, you must add the attendee/s to the Required field and they must have a Webex account with UW-Madison.

Edit Meeint Details

Select Update meeting when you've finished editing the meeting options.

7

Select Send.

The appointment shows the Webex meeting details, including a link to join the meeting. You can copy the link and share it with others.


Edit a Webex Meeting

After you schedule a meeting, you can use Outlook to edit it at any time. You can change the attendees, the meeting information, such as the date and time, the meeting options, and remove the Webex meeting.

When you edit a scheduled meeting, an updated email invitation is sent to the attendees and the meeting information on your Webex site is updated.

1

In your Outlook calendar, edit the scheduled meeting.

2

Change any of the following:

  • To add attendees, select Required.

  • Edit the subject, location, date, time, or recurrence.

The Webex meeting details look similar to the following:

Webex Details

3

Change the Webex meeting options. If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.

Webex Preferences

Select Update meeting when you've finished editing the meeting options.

4

Select Send Update.





Keywords:Webex, Webex Meetings , Outlook, Outlook Desktop, Mac, schedule a meeting, reoccurring meetings, alternate host, cohost, recurrence, add or delete attendees, remove phone number, change date time, attendees can join before meeting   Doc ID:89418
Owner:Shawn T.Group:Cisco Webex
Created:2019-01-31 10:29 CSTUpdated:2020-12-17 15:14 CST
Sites:Cisco Webex, DoIT Help Desk, DoIT Tech Store
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