Webex - How to Schedule with Webex Scheduler for Microsoft Outlook

The Webex Scheduler lets Microsoft 365 users schedule Webex meetings or Webex Personal Room meetings directly from Microsoft Outlook, in any browser. The calendar invite shows the Webex meeting details, including a link to join the meeting.

Set your Webex Site in Outlook

Before you can schedule a meeting using the Webex Scheduler, you must specify the Webex site to use with your account.

How to Set your Webex Site
1

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

If you're using Outlook on the web, select New event > Cisco Webex Scheduler  > Add Webex Meeting.


 

To see this option, you or your administrator must have added the Webex Scheduler add-in and your Webex site administrator must have configured the Webex Scheduler for Microsoft 365.

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.

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.
5

Enter your Microsoft 365 password, and then select Sign in.

If you see a Stay signed in? message, select Yes to reduce the number of times you have to 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.

Schedule a Meeting from Outlook

How to Schedule a Meeting
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, do one of the following:

  • In the desktop app, select Recurrence in the ribbon and then select how often you want this appointment to repeat and when you want it to end.
  • In the web app, click the drop-down list in the Repeat field and select how often you want the meeting to repeat and when you want it to end.
4

To invite others, do one of the following:

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

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

If you're using Outlook on the web, select the Cisco Webex Scheduler and from the drop-down list select Add Webex Meeting.

After a few moments, a link to the meeting is added to the location field and the meeting details are added to the body of the appointment.


 

If you encounter an error after trying to add a meeting to Webex Meetings, you can see the error details above the body of the appointment.
6

Edit the meeting options, such as add an alternate host or cohost (WBS40.9 or later sites). For WBS40.12 and later sites, you can also set the entry and exit tone, change the meeting password, or add a tracking code.

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

Select Update meeting when you've finished editing the meeting options.
7

Select Send.

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

How to Edit a Meeting

After you schedule a meeting, use Outlook to edit it at any time. Change the attendees and the meeting information, such as the date and time or the meeting options.

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

How to Edit a Meeting
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:
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.
  • If you're using Outlook on the web, select Cisco Webex Scheduler  > Webex Preferences.
4

Select Update when you've finished editing the meeting options, then select Send Update.

How to Remove a Meeting

Remove Webex meetings from Outlook appointments that no longer need them, or if you want to change the Webex meeting type.

How to Remove a Meeting
1

In your Outlook calendar, open an appointment that contains a Webex meeting.
2

Open Webex Preferences:

  • If you're using Outlook for desktop, in the Cisco Webex group on the ribbon in Outlook, select Webex Preferences.
  • If you're using Outlook for web, select Cisco Webex Scheduler  > Webex Preferences.
3

Select Remove or Remove meeting.


Keywords:
Webex, Webex Scheduler, Scheduling, Webex Meetings, Webinars, video conferencing, how to, edit meeting, remove meeting, add webex scheduler, include, schedule 
Doc ID:
118980
Owned by:
Shawn T. in Cisco Webex
Created:
2022-06-13
Updated:
2024-01-22
Sites:
Cisco Webex, DoIT Help Desk