For more info, see Recurrence Pattern Limitation for the Webex Integration to Outlook.

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 Productivity Tools must be installed.

Ensure Outlook is closed when installing Webex Productivity Tools.

Guide to Start Scheduling a Webex Meeting Open your Outlook Desktop Client and navigate to your calendar.

Navigate to the Cisco Webex button on your menu bar (If you dont see the Cisco Webex icon, expand your window view and look to the far right as it will most likely be the last icon on your menu bar).

Note - Make sure you choose the furthest Cisco Webex icon if you see two Cisco Webex buttons on your menu bar Click the drop down icon and select Schedule Webex Meeting.

Enter Your Meeting Information: To: You may enter and send anyone a meeting invitation to join your meeting who has an email address Subject: Subject of your meeting Select Date and time.

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

You can type any message you want to your attendees, but you must type above the line that says - Do not delete or change any of the following text.

When.

If for some reason the host cannot start the meeting, then the meeting cannot take place for anyone unless they have the Host Key.

This can be done where it says Alternate Host under Change Settings.

Only a UW Madison Webex Account holder can be selected as an alternate host.

They will receive an email saying they have been selected as an alternate host with the host information.

If you do not see the name of the person youd like to designate as an Alternate Host, then you have not entered their email in the TO field when starting the message.

Close out of Change Settings and go back to the To: field and enter their email.

To do this, select Change Settings, then select the drop down for Audio Connection.

By selecting Use VoIP Only, the phone number will not be displayed and no phone dial in will be enabled for that Webex Meeting.

Updating Attendees or the DateTime of an already Scheduled Webex Meeting From your calendar, find the scheduled meeting and open the meeting invite.

Add or remove the email addresses of the attendees and click Send.

Making changes to the date and time can be accomplished the same way you made changes to the attendees.

Please Note: You can schedule a Webex Meeting to an appointment using the Webex Productivity Tools integration to Microsoft Outlook.

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