Webex Integration for Outlook
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Specifications:
- Product Name: Webex Integration for Microsoft Outlook
- Compatibility: Microsoft Outlook, Webex
- Manufacturer: Trust Telesystem
Product Usage Instructions:
Step 1: Install the Webex Scheduler Add-In
- Open Microsoft Outlook on your desktop or web browser.
- Navigate to the File tab and click on Manage Add-ins.
- In the Add-ins for Outlook window, search for Webex
Scheduler. - Click on Add to install the Webex Scheduler add-in.
- Verify the Webex Scheduler appears in the My add-ins menu.
Step 2: Connect Microsoft Outlook calendar to Webex
- Open Webex.
- Open the Settings menu.
- Navigate to the Meetings section.
- Under Calendar, choose the Connect Calendar button.
- Choose the Microsoft 365 calendar.
- Sign in to your Outlook account with your credentials.
- Wait for calendar synchronization to complete (60-90
minutes). - Once sync is complete, the Webex Scheduler icon will appear in
your Outlook toolbar.
Step 3: Provisioning Webex Scheduler in Outlook
- Open Outlook/Calendar and select New Meeting in top
toolbar. - Click on the Webex Preferences icon in the Outlook Calendar/New
Meeting window toolbar. - Select Get Started to proceed to Webex credentials
screens. - Enter your Webex site URL.
- Connect your account by entering email address and password
associated with your Webex account. - Webex Scheduler provisioning is complete.
Step 4: Webex Meeting Preferences prior to scheduling a
meeting
- Open Outlook and create a new meeting invite.
Frequently Asked Questions (FAQ):
Q: How long does calendar synchronization take?
A: Calendar synchronization may take up to 60-90 minutes to
complete.
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Webex Integration for Microsoft Outlook
Contents
Step 1: Install the Webex Scheduler Add-In …………………………………………………………………… 1 Step 2: Connect Microsoft Outlook calendar to Webex ……………………………………………………. 3 Step 3: Provisioning Webex Scheduler in Outlook …………………………………………………………… 6 Step 4: Webex Meeting Preferences prior to scheduling a meeting ……………………………………. 11 Step 5: How to Add a Webex Meeting to an Outlook Invite ………………………………………………. 14 Step 6: Updating the Default Meeting Provider for New Invites …………………………………………. 17
This guide provides step-by-step instructions for integrating Webex with Microsoft Outlook, enabling users to schedule Webex meetings directly within Outlook. It also outlines the available options before and after scheduling a meeting.
Step 1: Install the Webex Scheduler Add-In
1. Open Microsoft Outlook on your desktop or web browser. 2. Navigate to the File tab and click on Manage Add-ins.
o For Mac OS Users, while in Outlook go to Tools > Get Add-ins
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3. In the Add-ins for Outlook window, search for “Webex Scheduler.” 4. Click on Add to install the Webex Scheduler add-in.
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5. Verify the Webex Scheduler appears in the My add-ins menu
Step 2: Connect Microsoft Outlook calendar to Webex
Prior to scheduling Webex meetings through Outlook, it is required that you connect your Outlook Calendar to Webex.
1. Open Webex 2. Open the Settings menu 3. Navigate to the Meetings section 4. Under Calendar, choose the Connect Calendar button
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5. Choose the Microsoft 365 calendar 6. Sign in to your Outlook account with your credentials
7. Once the Outlook credentials have been entered, close the confirmation screen
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NOTE: Calendar synchronization may take up to 60-90 minutes to complete. 8. Once the Microsoft Outlook sync has completed, the Webex Scheduler icon will
appear in your Outlook toolbar. The “Add Webex Meeting” icons will only be visible in the New Meeting window and not in the normal Calendar tab in Outlook
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Step 3: Provisioning Webex Scheduler in Outlook
1. Open Outlook/Calendar and select New Meeting in top toolbar
2. Click on the Webex Preferences icon in the Outlook Calendar/New Meeting window toolbar
3. The initial pop-up screen will allow you to set Webex as the default meeting selection for all new meeting invites if desired. This can be cancelled and set through the Outlook settings at a later date.
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4. Select Get Started to proceed to the Webex credentials screens 5. Enter your Webex site URL.
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a) The specific URL required for this step can be found under the Settings/Meetings section in Webex. 1. Click the Settings icon in the left menu in Webex 2. Navigate to the Meetings section 3. Scroll down to the “Default Webex site URL” section 4. Capture the xxx.webex.com information 1. NOTE: https:// (https:// xxx.webex.com) must be added to the front of the address when copied in the login window
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6. Connect your account. Select Continue 7. Enter the email address that is associated with your Webex account
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8. Re-enter your Webex email address. 9. Enter the password associated with your Webex account.
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10. Webex Scheduler provisioning is complete
Step 4: Webex Meeting Preferences prior to scheduling a meeting
1. Open Outlook and create a new meeting invite.
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2. In the event window, click on the Webex Preferences button (located in the toolbar).
3. The Cisco Webex Scheduler menu will load on the right side of the screen
4. Choose between the two default meeting types: o Generate a one-time meeting link: · Creates a unique Webex meeting URL specifically for the scheduled event. · Ideal for meetings requiring higher security, as the link and associated details are not reusable. · Includes customizable options like passwords, waiting rooms, and unique participant access settings.
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· Best for one-off meetings with people outside your organization or requiring a formal setup.
o Default Webex Meeting template · Left at default selection
o Use my Personal Room link: · Utilizes a permanent, reusable link to your Webex Personal Room. · Convenient for recurring or informal meetings with familiar participants. · Faster setup since the link doesn’t change, but it may have fewer security features than one-time links. · Best for team check-ins, quick discussions, or regular collaborations with the same group.
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Step 5: How to Add a Webex Meeting to an Outlook Invite
1. In Outlook, go to your calendar and click New Meeting to create a meeting invite. 2. Fill in the basic meeting details, such as:
o Title: Enter a descriptive title for your meeting. o Attendees: Add participant email addresses in the Required/Optional
fields. o Date and Time: Set the date, start time, and end time for your meeting. o Location: Webex link will be automatically copied into the invite 3. Add Webex Meeting Details o In the meeting invite window, locate the Webex Scheduler toolbar and click
on Add Webex Meeting. o This action automatically inserts the Webex meeting link, dial-in information,
and other details into the meeting invite. 4. Customize Webex Meeting Preferences
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o After adding the Webex meeting to your invite, you can click the Webex Preferences icon to tailor the meeting to your needs: · Meeting Template: Left at default selection · Meeting Type: Defaulted to Webex package assigned to your line · Password: Designate a password for attendees to utilize if required to join the meeting. · Don’t include meeting password in email invitation 1. If this option is checked, invitees won’t see the meeting password in their email invitation, and when they click the join meeting link, the password won’t be automatically entered for them. Users will need to enter the password to join the meeting, so you’ll need to send it to them in a separate message · Cohosts Choose between:
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1. The first person to join the meeting who has a host account on this site becomes a cohost
2. All attendees who have host accounts on this site become cohosts when they join the meeting
3. Let me choose cohosts for this meeting · Advanced Settings
· Join before host enable and choose minute amount attendees can join before the meeting start time
· Audio Connection Type select Webex Audio or Use VoIP Only · Display global call-in numbers to attendees enable/disable · Mute on Entry mute attendees when they join · Entry and Exit Tone enable/disable beep
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· Breakout Sessions enable breakout sessions 5. Finalize and Send the Invite
o Review the meeting invite to ensure all details are accurate. o Add any additional information or instructions for attendees in the body of
the invite. o Click Send to distribute the meeting invite to all participants.
Step 6: Updating the Default Meeting Provider for New Invites
This option will allow you to choose whether you want an online meeting automatically added to every new invite created and what provider you prefer.
1. Open Outlook and navigate to the File tab/Options menu 2. In the Options menu, select the Calendar section 3. Under Calendar Options, the first checkbox allows you to automatically add online
meetings to all new invites and choose the default provider 4. Click the Meeting Providers button
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5. Choose the default provider from the list between Microsoft Teams and Cisco Webex Scheduler.
6. Once a new meeting invite is created, a link for the default provider selected will automatically be added to the body of the invite.
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Documents / Resources
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TrustUC Webex Integration for Outlook [pdf] User Guide Webex Integration for Outlook, Integration for Outlook, for Outlook, Outlook |