using webex integration to outlook productivity...

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Using WebEx Integration to Outlook Productivity Tools WebEx Integration to Outlook enables you to easily schedule, start, or join WebEx meetings using Microsoft Outlook. If you have installed WebEx Productivity Tools, the WebEx toolbar appears in the Outlook Ribbon. Note: If you have not installed Productivity Tools, navigate to your WebEx service site and select Support > Downloads . For detailed instructions, see the Productivity Tools: Installing and Configuring Guide-to-Go. With Integration to Outlook, you can invite attendees using any of your Outlook address lists. After you send a meeting invitation, the meeting automatically appears on your Outlook calendar. Attendees do not need to use Outlook integration to join the meeting. Specifying Account Settings Before using Outlook to schedule a WebEx meeting, you need to provide your account information. 1. On the Outlook Ribbon, click Schedule Meeting , then select Account Settings . The WebEx Settings dialog appears. 2. Your WebEx account information was automatically configured during installation. Verify your WebEx site URL and user name, enter your password, then click OK. The Communicating with server message is displayed while your login information is verified and saved. Scheduling a WebEx Meeting While you are scheduling an on-site meeting from Outlook, you can easily add a WebEx meeting so that attendees who are not on-site can participate online. To schedule a WebEx meeting: 1. Click Schedule Meeting in the Outlook Ribbon. A new appointment window opens. 2. Enter the meeting information as you normally would. 3. Click Add WebEx Meeting . The WebEx Settings dialog appears. 4. Enter a meeting password. Note: Modify settings as necessary. Refer to the tables following step 6 for explanations of the available features. 5. When you have finished scheduling and modifying settings, click OK. 6. Click Send. Attendees will receive an email invitation with a link to the meeting, and the meeting will be added to your Outlook calendar and to the scheduled meetings list on your My WebEx page. Meeting Information Use this option… To… Meeting template Select a template to use for the meeting. Templates are created on your WebEx service site and determine the basic settings that w ill be used for the meeting. Service type Select the type of WebEx session you w ant to schedule a meeting for. This option lists only the session types available for your site and user account. Exclude password from email invitation If you select this option for added security, you w ill need to communicate the passw ord to attendees using another method. List this meeting on the WebEx site Select this option to list this meeting on the Brow se Meetings page of your WebEx site. If you clear this box, your meeting w ill not be listed. Attendees can join the meeting… Select this option to allow attendees to join before the host. You must specify the number of minutes if you select this option. Page 1 9/10/2014 If note

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Page 1: Using WebEx Integration to Outlook Productivity Toolswlc.webex.com/docs/Job_Aids/KB/PT-WebEx_Outlook_GTG_EN.pdf · Using WebEx Integration to Outlook Productivity Tools WebEx Integration

Using WebEx Integration to Outlook

Productivity Tools

WebEx Integration to Outlook enables you to easily schedule, start, or join WebEx meetings using Microsoft Outlook. If you have installed WebEx Productivity Tools, the WebEx toolbar appears in the Outlook Ribbon.

Note: If you have not installed Productivity Tools, navigate to your WebEx service site and select Support > Downloads. For detailed instructions, see the Productivity Tools: Installing and Configuring Guide-to-Go.

With Integration to Outlook, you can invite attendees using any of your Outlook address lists. After you send a meeting invitation, the meeting automatically appears on your Outlook calendar. Attendees do not need to use Outlook integration to join the meeting.

Specifying Account Settings Before using Outlook to schedule a WebEx meeting, you need to provide your account information.

1. On the Outlook Ribbon, click Schedule Meeting, then select Account Settings. The WebEx Settings dialog appears.

2. Your WebEx account information was

automatically configured during installation. Verify your WebEx site URL and user name, enter your password, then click OK. The Communicating with server message is displayed while your login information is verified and saved.

Scheduling a WebEx Meeting While you are scheduling an on-site meeting from Outlook, you can easily add a WebEx meeting so that attendees who are not on-site can participate online. To schedule a WebEx meeting:

1. Click Schedule Meeting in the Outlook Ribbon. A new appointment window opens.

2. Enter the meeting information as you normally would.

3. Click Add WebEx Meeting . The WebEx Settings dialog appears.

4. Enter a meeting password. Note: Modify settings as necessary. Refer to the tables following step 6 for explanations of the available features.

5. When you have finished scheduling and modifying settings, click OK.

6. Click Send. Attendees will receive an email invitation with a link to the meeting, and the meeting will be added to your Outlook calendar and to the scheduled meetings list on your My WebEx page.

Meeting Information

Use this option… To…

Meeting template Select a template to use for the meeting. Templates are created on your WebEx service site and determine the basic settings that w ill be used for the meeting.

Service type Select the type of WebEx session you w ant to schedule a meeting for. This option lists only the session types available for your site and user account.

Exclude password from email invitation

If you select this option for added security, you w ill need to communicate the passw ord to attendees using another method.

List this meeting on the WebEx site

Select this option to list this meeting on the Brow se Meetings page of your WebEx site. If you clear this box, your meeting w ill not be listed.

Attendees can join the meeting…

Select this option to allow attendees to join before the host. You must specify the number of minutes if you select this option.

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Using WebEx Integration to Outlook

Productivity Tools

Audio & Tracking Use this option… To… Conference type Select the type of audio

conference you w ant to use.

WebEx Audio. Includes a WebEx integrated teleconference. Instructions for joining meeting audio appear on participants’ screens w hen they join the meeting. Other Teleconference. Includes a teleconference that another service provides, such as a third-party teleconferencing service or internal teleconferencing system.

Use VoIP only. Participants can connect to meeting audio only using integrated VoIP. None. Does not include teleconference or integrated VoIP. Participants w ill only able to communicate in the meeting using chat.

Tracking code (Optional)

Verify that the correct tracking code is displayed, or click Select Tracking Code to select a new code.

Registration

Use this option… To… Require Attendee Registration

Specify that all attendees must register to attend the meeting.

Automatically accept registration requests

Accept all registration requests automatically, and let all registrants attend the meeting.

Resources Use this option… To… Info tab templates Determine the meeting details

displayed on the Meeting Info tab.

Auto-play presentation

Upload a presentation or document, in UCF format, to display w hile attendees are w aiting for the meeting to start.

Add a Personal Conference Meeting If you add a Personal Conference meeting, you can start meeting audio using your dedicated phone number and access codes. Once the meeting has started attendees can join the automatically created online portion from the Browse Meetings page.

Note: To add a Personal Conference meeting, you must have created one or more Personal Conference Number accounts.

To add a Personal Conference meeting: 1. Click Schedule Meeting in the Outlook

Ribbon. A new appointment window opens. 2. Enter the meeting information as you normally

would. 3. Click Add Personal Conference Meeting .

The WebEx Settings dialog appears. 4. Modify settings as necessary, then click OK.

Meeting invitations are sent, and the meeting is added to your Outlook calendar and to the scheduled meetings list on your My WebEx page.

Cancelling a WebEx Meeting 1. Open your Outlook calendar, then double-click

the appointment. The Calendar Entry opens. 2. Click Cancel WebEx Meeting . The button

changes to Add WebEx Meeting. 3. Click Send Update. Attendees who received

an invitation to the meeting will be notified the WebEx portion has been has been cancelled. Note: This cancels only the WebEx portion of the meeting. It does not delete the meeting from your Outlook calendar.

Starting a Scheduled Meeting If you have scheduled a WebEx meeting from Microsoft Outlook, you can start it in any of the following ways. Open the appointment on your Outlook

calendar, then click the meeting link.

Click Schedule Meeting in the Outlook Ribbon, select My WebEx, locate the meeting, then click Start.

Click Schedule Meeting in the Outlook Ribbon, choose Start a Scheduled Meeting, select the meeting, then click Start.

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Using WebEx Integration to Outlook

Productivity Tools

Starting a One-Click Meeting Click One-Click Meeting in the Outlook Ribbon. A WebEx meeting is launched.

To specify options for One-Click meetings: 1. Click Schedule Meeting in the Outlook

Ribbon, then select Account Settings. The Account Settings dialog appears.

2. Click Instant Meetings. 3. Make any necessary changes, then click OK.

Joining a WebEx Meeting Meeting attendees can join a WebEx meeting you schedule from Microsoft Outlook by doing any of the following.

Clicking the link in the invitation email. Navigating to the Browse Meetings page on the

WebEx service site, locating the meeting, then clicking Join.

Opening the meeting’s calendar entry (if it was added to the Outlook calendar), then clicking the link to the meeting.

x © 2014 All rights reserved. CISCO, Cisco WebEx, the CISCO logo, and the Cisco WebEx logo are trademarks of Cisco Systems, Inc. and/or its affiliates in the U.S. and other countries. A listing of Cisco’s trademarks can be f ound at www.cisco.com/go/trademarks. Third party trademarks mentioned are the property of their respectiv e owners. 9/10/2014