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

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

The advantages of using Outlook Desktop for scheduling a meeting versus scheduling at the website- uwmadison.webex.com, is Outlook is integrated with the UW Madison directory. 

Currently Webex Meetings scheduling is not integrated (yet) with Outlook Web Access. 

Open Outlook Desktop application

Webex Meetings desktop application when installed on the MAC will place one buttons on your menu bar (provided when or after you did the installation, Outlook was closed for at least 20 minutes). 

Outlook Webex Meetings on Mac

If you don't see Cisco Webex, expand your window view and look to the far right corner.

In this example we wish to schedule a Meeting in the future, select Schedule Meeting.

Selecting Schedule Webex Meeting

Enter information in: 

To:  You may enter and send anyone a meeting invitation to join your meeting who has an email address!


Select Date and time. If you wish to have a meeting that meets every Monday of the week -for example, select the icon Recurrence. 

Next- You can type any message you want to your attendees but type above the line that says -"Do not delete or change any of the following text." When you send the message Webex will populate the lower part of the email message with the Join Meeting information, below your text, thus completing the "Meeting Invitation". If you type below this "Do not delete or change"... the meeting will not have the meeting information it needs.

You can Select Send

However, let's look at some variables you can change before sending.

Click on Change Settings 

Change settingsDetail change settings

Designating an Alternate Host

Designating alternate host

A meeting cannot begin unless a host starts the meeting. If for some reason the host cannot start the meeting then the meeting cannot take place for anyone (participants). It may be advantageous to designate an alternate host. This can be done where it says Alternate Host under Change Settings.  Only a UW Madison Webex Meetings account holder can be selected as an alternate host. They will receive an email saying they have been selected as an alternate host.

If you do not see the name you wish to select under Change Settings, Resource tab, then you have not entered their primary email in the TO field when starting the message. Close out of Change Settings and go back to the To: field and enter their primary email from UW Madison.

Not displaying the phone number on the meeting invitation

Another options is to not display the phone number when sending out the meeting invitation. Select Change Settings, then select the drop down for Audio ConnectionThe phone number is NOT TOLL FREE. By selecting USE VoIP ONLY, the phone number will not be displayed and no phone dial in will be enabled for that Webex Meeting.

Select Webex Audio and select Use VoIP only

Making a change in attendees or the date/time

Do not display phone number

If you need to add or delete attendees from a Webex Scheduled meeting already sent. You can do this in several ways. Two ways will be mentioned here: From your calendar find the meeting and open up the meeting. 

From your calendar

Add or delete the attendees and click Send. It will then ask you to send to ALL attendees or just the ones you added or deleted. 

Making changes to the date and time can be accomplished the same way you made changes in the attendees. This change will be send to ALL attendees.

You can also go to your sent mailbox and find the meeting invitation there and make changes. 

Please Note:

You can schedule Webex meetings or appointments using the Webex Meetings integration to Microsoft Outlook.

Please be aware of the following:

  • Not all the features available for scheduling meetings on your Webex site are available in Webex Meeting tool integrated with Outlook. This includes some of the recurrence patterns, for more info see Recurrence Pattern Limitation for the Webex Integration to Outlook.

  • The Webex integration to Outlook does not support all the recurrence options that are available in Microsoft Outlook.

  • In any meeting invitations that you send from Microsoft Outlook, the meeting's start time appears in the time zone that is set on your computer, and may not match the time zone preferences you have set on your Webex site.                               

Keywords:Webex, Webex Meetings , Outlook, Outlook Desktop, Mac, schedule a meeting, don't display phone number option, reoccurring meetings, alternate host, recurrence, add or delete attendees, remove phone number, change date time, attendees can join before meeting   Doc ID:89418
Owner:KATHLEEN K.Group:Cisco Webex
Created:2019-01-31 10:29 CSTUpdated:2019-02-06 13:22 CST
Sites:Cisco Webex, DoIT Help Desk, DoIT Tech Store
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