Scheduling WebEx Meetings with Microsoft Outlook

Scheduling WebEx Meetings with Microsoft
Outlook
• About WebEx Integration to Outlook, page 1
• Scheduling a WebEx Meeting from Microsoft Outlook, page 2
• Starting a Scheduled Meeting from Microsoft Outlook, page 4
• Recurrence Pattern Support in WebEx Integration to Outlook, page 5
• About Delegates, page 6
• Assigning a Delegate on the WebEx Site, page 7
• Assigning a Delegate in Microsoft Outlook, page 8
• Scheduling a Meeting or an Appointment for Another Host, page 9
• Starting a Meeting for Another Host, page 10
• Editing a Scheduled Meeting, page 11
• Canceling a Meeting in Microsoft Outlook, page 12
• Before You Join a Meeting, page 13
• Joining a Meeting From an Email, page 14
• Joining a Meeting From the Meetings Page, page 15
• Joining By Meeting Number, page 16
About WebEx Integration to Outlook
WebEx Integration to Outlook provides a convenient way for you to schedule or start online meetings using
Microsoft Outlook. Using Integration to Outlook, you can perform these activities without the need to use
your WebEx site—that is, the site where you normally schedule and join your online meetings.
WebEx Integration to Outlook is a WebEx Productivity Tool for Microsoft Outlook. If your administrator
has configured it, you can choose to install Productivity Tools from the Downloads link on your WebEx site.
Depending on system configuration, Productivity Tools can automatically update when new versions are
available.
Cisco WebEx Meetings Server User Guide Release 2.8
1
Scheduling WebEx Meetings with Microsoft Outlook
Scheduling a WebEx Meeting from Microsoft Outlook
Once Productivity Tools are installed, WebEx integration options appear in Microsoft Outlook allowing you
to quickly schedule an online meeting.
Note
Before you use WebEx Integration to Outlook, ensure that:
• You have a user account on your WebEx site
• You are familiar with Microsoft Outlook
• You are using a supported version of Microsoft Outlook:
◦Microsoft Outlook 2007 SP2 and later
◦Microsoft Outlook 2010 (32-bit and 64-bit editions; all Service Packs)
◦Microsoft Outlook 2013
When scheduling a meeting, you can invite people using any of your Outlook address lists, including the
Global Address List, Personal Address List, or Contacts folder. People whom you invite to a meeting do
not need to use Integration to Outlook to join the meeting.
Scheduling a WebEx Meeting from Microsoft Outlook
To schedule an online meeting using WebEx Integration to Outlook, open a new Meeting Request or
Appointment window in Outlook, and then specify information and settings for the meeting.
Before You Begin
Be aware of the following:
• Integration to Outlook does not support all of the recurrence options that are available in Microsoft
Outlook.
• In any meeting invitations that you send from Microsoft Outlook, the meeting's starting time appears in
the time zone that is set on your computer, not in your WebEx account preferences.
On your WebEx site, all meeting times appear in the time zone that you set in your site preferences,
regardless of the time zone that is set on your computer.
• Since you are scheduling the meeting from Microsoft Outlook, any users you invite as alternate hosts
will receive two meeting notifications:
◦one inviting them as an invitee with the Join the Meeting link
◦one inviting them as an alternate host with the Start the Meeting link
Your invitees can use either link to enter the meeting. If you schedule the meeting from the web, users
you invite as alternate hosts will receive just one email notification with a link to start the meeting.
Cisco WebEx Meetings Server User Guide Release 2.8
2
Scheduling WebEx Meetings with Microsoft Outlook
Scheduling a WebEx Meeting from Microsoft Outlook
SUMMARY STEPS
1. From your Microsoft Outlook client, open a new meeting request by doing one of the following:
• Choose New > Meeting Request or New > Appointment.
• Select Schedule Meeting from the WebEx menu
2.
3.
4.
5.
6.
Enter your meeting details, such as the meeting subject and start and end times, and invite attendees.
Select Add WebEx Meeting from the WebEx menu.
(Optional) If you want to change the meeting type, select it in the Meeting Information section.
(Optional) If you want to include a password for your meeting, enter it in the Meeting Information section.
(Optional) If you want to grant other users the permission to start your meeting on your behalf, select the
Alternate Host tab and select them from the list. You must first add them to your list of attendees before
selecting them.
7. (Optional) On the Audio Conference tab select your audio conference type.
8. Select OK to close the WebEx Settings dialog box.
9. Select Send to save your meeting information and send email invitations to invitees.
DETAILED STEPS
Step 1
From your Microsoft Outlook client, open a new meeting request by doing one of the following:
• Choose New > Meeting Request or New > Appointment.
• Select Schedule Meeting from the WebEx menu
A Meeting scheduling window appears with the Add WebEx Meeting ball in the WebEx menu.
Step 2
Enter your meeting details, such as the meeting subject and start and end times, and invite attendees.
To specify a recurrence pattern for your meeting, click Recurrence, and then select recurrence options.
Step 3
Select Add WebEx Meeting from the WebEx menu.
The WebEx Settings dialog box appears.
If the WebEx Settings dialog box does not appear, sign in to WebEx Assistant and select the Add WebEx
Meetings icon again.
(Optional) If you want to change the meeting type, select it in the Meeting Information section.
Setup by your administrator, the meeting type determines the various conferencing features and options enabled for the
meeting. For example, recording may or may not be available for a given meeting type.
Note
Step 4
Step 5
Step 6
Step 7
(Optional) If you want to include a password for your meeting, enter it in the Meeting Information section.
(Optional) If you want to grant other users the permission to start your meeting on your behalf, select the Alternate
Host tab and select them from the list. You must first add them to your list of attendees before selecting them.
Note
If your organization relies on single sign-on (SSO) and your administrator changes the email address of your
alternate host, you may get a message that the email address is not found. Until the new email address is
propagated during the daily synchronization between Exchange, Outlook, and CWMS, you will not be able to
designate an attendee with a modified email address as an alternate host or to schedule a meeting as a delegate.
(Optional) On the Audio Conference tab select your audio conference type.
Cisco WebEx Meetings Server User Guide Release 2.8
3
Scheduling WebEx Meetings with Microsoft Outlook
Starting a Scheduled Meeting from Microsoft Outlook
Note
The audio options can be changed only by changing the meeting type. The available options are indicated by a
green checkmark. Unavailable options are indicated with a red cross.
• WebEx Audio - This audio connection mode lets meeting hosts and participants join the online portion of the
meeting using the link provided in the meeting email invitation message. Once connected to a meeting, users can
either call in to the meeting or use the Call Me feature to receive a call at a number they have provided. This option
requires a host to schedule a meeting with either the Meet Now feature or the scheduler.
• Personal Conferencing - This audio connection mode lets a meeting host quickly start the audio portion of a Cisco
WebEx meeting at any time. The meeting host and participants simply dial the same call-in number, enter access
codes, and the audio portion of the meeting begins. The system then sends an email to the meeting host with a link
to the online portion of the meeting. If the host chooses to start the online meeting, participants can then use it to
share information or collaborate on an idea. The meeting host is not required to schedule Personal Conferencing
meetings in advance, and once generated, the access codes do not change.
Note
You must have a Personal Conference account and a host PIN to use the Personal Conferencing option.
Step 8
Select OK to close the WebEx Settings dialog box.
WebEx information displays in your Microsoft Outlook appointment form.
Step 9
Select Send to save your meeting information and send email invitations to invitees.
The scheduled meeting displays in your Outlook calendar and the list of meetings on your WebEx Meetings page.
Related Topics
Recurrence Pattern Support in WebEx Integration to Outlook, on page 5
About Scheduling a Meeting for Another Host
Starting a Scheduled Meeting from Microsoft Outlook
SUMMARY STEPS
1. In Microsoft Outlook, double-click the meeting entry from the Outlook calendar.
2. Select the link to start your meeting.
DETAILED STEPS
Step 1
In Microsoft Outlook, double-click the meeting entry from the Outlook calendar.
The meeting notification appears.
Step 2
Select the link to start your meeting.
Cisco WebEx Meetings Server User Guide Release 2.8
4
Scheduling WebEx Meetings with Microsoft Outlook
Recurrence Pattern Support in WebEx Integration to Outlook
What to Do Next
If you are using Chrome 32 and later or Firefox 27 and later, you might see a prompt to install a Cisco WebEx
plug-in. Select Download and follow the instructions to install the required plug-in.
*The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the
publishing of this document.
Note
After installing the plug-in, it might be necessary to enable it.
• If you are using Chrome, select the plug-in icon that displays on the top right of your page, check
the Always allow plug-ins... option and select Done.
• If you are using Firefox, select the plug-in icon that displays at the beginning of your URL (before
https:) and select Allow and Remember.
If the meeting does not start automatically, refresh the page.
Recurrence Pattern Support in WebEx Integration to Outlook
The following table shows how Outlook recurrence patterns are handled in WebEx:
Type
Outlook Option
Converted to WebEx Meeting
Option
Daily
Every [x] days
Every [x] days
Every weekday
Every weekday
Weekly
Every [x] weeks on: [Sunday,
Monday, Tuesday, Wednesday,
Thursday, Friday, Saturday]
Every [x] weeks on: [Sunday,
Monday, Tuesday, Wednesday,
Thursday, Friday, Saturday]
Monthly
Day [x] of every [y] months
Day [x] of every [y] months
The [first, second, third, fourth,
last] day of every month
Day [1,2,3,4,31] of every month
The [first, second, third, fourth,
last] weekday or weekend day
Not supported
The [first, second, third, fourth,
last] Sunday, Monday, Tuesday,
Wednesday, Thursday, Friday,
Saturday] of every [x] months
The [first, second, third, fourth,
last] Sunday, Monday, Tuesday,
Wednesday, Thursday, Friday,
Saturday] of every [x] months
Cisco WebEx Meetings Server User Guide Release 2.8
5
Scheduling WebEx Meetings with Microsoft Outlook
About Delegates
Type
Outlook Option
Converted to WebEx Meeting
Option
Yearly
Every [January....December]
[1,....31]
Not supported
[first, second,third, fourth, last]
[day,weekday,weekend day] of
[January....December]
Not supported
No end date
No end date
End after [x] occurrences.
End after [x] occurrences. This will
convert to end by date on the page.
End by [date input]
End by [date input]
End date
Related Topics
Scheduling a WebEx Meeting from Microsoft Outlook, on page 2
About Delegates
WebEx Integration to Outlook supports the concept of having one user, a delegate, complete scheduling
activities on behalf of another user. These activities can include scheduling, editing, canceling, and starting
meetings. For example, if you must host WebEx meetings on a regular basis, you can give your assistant
permission to complete these activities for you by assigning this person as your delegate.
Things to Know Before Assigning a Delegate
• If you do not see the option to assign a delegate on your WebEx site, enable the Scheduling Permission
option on your My Account page.
• Your delegate must also have an active WebEx host account on your WebEx site.
• The email addresses for both your and the delegates' accounts on your WebEx site must match those in
Microsoft Outlook.
• Meetings that your delegate schedules appear in your calendar. If you want to edit them, you must have
WebEx Integration to Outlook installed on your computer.
• You can remove scheduling permission from your delegate at any time.
• The Scheduling Permission option applies only to WebEx Audio meetings. Another user cannot schedule
Personal Conference meetings on your behalf.
Things to Know If You Are Assigned to Be a Delegate
Before you schedule a meeting for another host, ensure that:
• You have a WebEx host account. To obtain a WebEx host account, contact your administrator.
Cisco WebEx Meetings Server User Guide Release 2.8
6
Scheduling WebEx Meetings with Microsoft Outlook
Assigning a Delegate on the WebEx Site
• The WebEx Integration to Outlook add-in is installed.
• The actual host does the following:
◦Gives you scheduling permission on the WebEx site.
◦Selects you as a delegate in Microsoft Outlook and shares his or her calendar with you.
• After scheduling a meeting on behalf of another host, you can also start the meeting for that host, if
necessary.
Note
• At any time, the actual host can remove scheduling permission from you.
Related Topics
Assigning a Delegate on the WebEx Site, on page 7
Assigning a Delegate in Microsoft Outlook, on page 8
Scheduling a Meeting or an Appointment for Another Host, on page 9
Starting a Meeting for Another Host, on page 10
Assigning a Delegate on the WebEx Site
The following task describes how to grant scheduling permissions to your delegate on the WebEx site.
SUMMARY STEPS
1.
2.
3.
4.
5.
Sign in to your WebEx site.
Select My Account in the top right.
Scroll down to the Session Options section.
For Scheduling Permission, enter the email addresses of users you are assigning as a delegate.
Click Update.
DETAILED STEPS
Step 1
Sign in to your WebEx site.
The Meetings page appears.
If you are having sign in issues, make sure that cookies are enabled in your browser. You cannot sign in to Cisco
WebEx if cookies are disabled.
Select My Account in the top right.
The My Account page appears.
Note
Step 2
Step 3
Step 4
Scroll down to the Session Options section.
For Scheduling Permission, enter the email addresses of users you are assigning as a delegate.
Note
Users must have host privileges in Cisco WebEx before you can assign them as delegates.
Cisco WebEx Meetings Server User Guide Release 2.8
7
Scheduling WebEx Meetings with Microsoft Outlook
Assigning a Delegate in Microsoft Outlook
Step 5
Click Update.
What to Do Next
In Microsoft Outlook, select the delegate and share your calendar with him or her.
Related Topics
Assigning a Delegate in Microsoft Outlook, on page 8
About Delegates, on page 6
Assigning a Delegate in Microsoft Outlook
The following task describes how to share your Microsoft Outlook calendar with your delegate. These steps
assume that you are using Microsoft Outlook 2010. Since the exact steps for this task may vary based on your
version of Outlook, refer to your Outlook Help documentation for details.
Before You Begin
• Make sure that you have granted scheduling permission to your delegate from your WebEx My Account
page.
• Ensure that the calendar you share does not reside in your personal folder in Microsoft Outlook. Your
delegate can access your calendar only if it resides in a public folder.
• The name of the delegate you want to assign must be in the Global Address List in your Microsoft
Outlook.
SUMMARY STEPS
1.
2.
3.
4.
5.
6.
From Microsoft Outlook, select File > Account Settings > Delegate Access.
Select Add.
Select the delegate's name, then click Add.
Click OK.
For Calendar, select Editor then click OK.
Select OK to close the Options dialog box.
DETAILED STEPS
Step 1
From Microsoft Outlook, select File > Account Settings > Delegate Access.
The Delegates window appears.
Step 2
Select Add.
The Add Users window appears.
Step 3
Step 4
Select the delegate's name, then click Add.
Click OK.
Cisco WebEx Meetings Server User Guide Release 2.8
8
Scheduling WebEx Meetings with Microsoft Outlook
Scheduling a Meeting or an Appointment for Another Host
The Delegate Permissions dialog box appears.
Step 5
Step 6
For Calendar, select Editor then click OK.
Select OK to close the Options dialog box.
Related Topics
Assigning a Delegate on the WebEx Site, on page 7
About Delegates, on page 6
Scheduling a Meeting or an Appointment for Another Host
Before You Begin
This task assumes the following:
• You are a delegate of the host on whose behalf you are scheduling.
• The other host has shared his or her calendar with you.
• You are scheduling a WebEx Audio meeting on behalf of your host.
SUMMARY STEPS
1. Open the other host's calendar in Microsoft Outlook by doing the following:
2. If you are viewing multiple calendars side by side, ensure that you select the actual host's calendar by
clicking it once.
3. Open a new meeting request in Outlook, and then specify information and settings for the meeting.
DETAILED STEPS
Step 1
Open the other host's calendar in Microsoft Outlook by doing the following:
a) Select File > Open > Other User's Folder.
The Open Other User's Folder dialog box appears.
b) Type the name of the actual host or click Name to select his or her name.
c) For Folder type, select Calendar, then click OK.
The shared calendar appears.
There are multiple ways of opening another user's calendar depending on how you customize your views in
Microsoft Outlook. For details, see the Microsoft Outlook Help.
If you are viewing multiple calendars side by side, ensure that you select the actual host's calendar by clicking it once.
Open a new meeting request in Outlook, and then specify information and settings for the meeting.
Note
Step 2
Step 3
Cisco WebEx Meetings Server User Guide Release 2.8
9
Scheduling WebEx Meetings with Microsoft Outlook
Starting a Meeting for Another Host
Related Topics
Scheduling a WebEx Meeting from Microsoft Outlook, on page 2
About Delegates, on page 6
Starting a Meeting for Another Host
Once you schedule a meeting for another host, the other host receives a confirmation email message in his or
her Microsoft Outlook. Complete this task to start the meeting from the other host's calendar.
Before You Begin
This task assumes that you have access to the other host's Microsoft Outlook calendar.
SUMMARY STEPS
1. Open the other host's calendar in Microsoft Outlook by doing the following:
2. Double-click the meeting item in the other host's calendar.
DETAILED STEPS
Step 1
Open the other host's calendar in Microsoft Outlook by doing the following:
a) In Microsoft Outlook, select File > Open > Other User's Folder.
The Open Other User's Folder dialog box appears.
b) Type the name of the other host or click Name to select his or her name.
c) For Folder type, select Calendar, then click OK.
The shared calendar appears.
Note
Step 2
There are multiple ways of opening another user's calendar depending on how you customize your views in
Microsoft Outlook. For details, see the Microsoft Outlook Help.
Double-click the meeting item in the other host's calendar.
The confirmation email message appears.
What to Do Next
To start the meeting, follow the instructions in the email message and ensure that you sign in to your own
WebEx host account on the WebEx site.
If you are using Chrome 32 and later or Firefox 27 and later, you might see a prompt to install a Cisco WebEx
plug-in. Select Download and follow the instructions to install the required plug-in.
*The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the
publishing of this document.
Cisco WebEx Meetings Server User Guide Release 2.8
10
Scheduling WebEx Meetings with Microsoft Outlook
Editing a Scheduled Meeting
Note
After installing the plug-in, it might be necessary to enable it.
• If you are using Chrome, select the plug-in icon that displays on the top right of your page, check
the Always allow plug-ins... option and select Done.
• If you are using Firefox, select the plug-in icon that displays at the beginning of your URL (before
https:) and select Allow and Remember.
If the meeting does not start automatically, refresh the page.
Editing a Scheduled Meeting
Once you schedule a meeting using WebEx Integration to Outlook, you can use Outlook to edit it at any time.
For example, you can change its starting time, specify a new password, or choose an alternate host. Once you
edit a scheduled meeting, Integration to Outlook sends an updated meeting invitation to any invitees and also
updates the meeting information on your WebEx site.
If you edit a recurring meeting, the following limitations apply:
• If you update a single occurrence of a meeting series, you can not select Add WebEx Meeting. We
recommend that you schedule a new meeting or change the entire recurring meeting series so that you
can you can select Add WebEx Meeting.
• If you reschedule or cancel a single occurrence of a recurring WebEx meeting using Microsoft Outlook,
the changes show only in Outlook, not on your WebEx site. For example, if you change the starting time
of a single occurrence of a recurring WebEx meeting in Outlook, attendees can still join the meeting at
the old starting time. Therefore, if you want to modify a recurring meeting using Outlook, we recommend
that you apply the changes to the entire series of the meeting.
• When you edit a single occurrence of the meeting series by changing the meeting topic, list of attendees,
or location, then edit the meeting content in the entire recurring meeting series, any changes made to
the series are not reflected in the meetings that were edited separately.
• If you schedule a WebEx meeting from Microsoft Outlook and the meeting time passes. Then you drag
one instance of the series to a time in the past and update it to reflect a time in the future, the WebEx
component of the meeting remains the same. It cannot be updated to reflect a future time.
• If you edit a single occurrence of a meeting series, this occurrence is assigned a new meeting ID from
the server. It is important that you send an updated meeting notification, with the new meeting ID and
link, to all your invitees.
Before You Begin
• If you edit a WebEx meeting from the WebEx site, your changes won't show in Microsoft Outlook.
Make sure that you use the same scheduling interface for both scheduling and editing WebEx meetings.
Cisco WebEx Meetings Server User Guide Release 2.8
11
Scheduling WebEx Meetings with Microsoft Outlook
Canceling a Meeting in Microsoft Outlook
SUMMARY STEPS
1. On your Microsoft Outlook calendar, open the item for the scheduled meeting.
2. Edit the meeting information or change options on either the toolbar or on the Appointment tab.
3. Do one of the following, as appropriate:
• To send the updated meeting invitation to invited attendees and save the updated meeting in your
Outlook calendar, select Send Update.
• To save the updated meeting to your Outlook calendar, select Save and Close.
DETAILED STEPS
Step 1
Step 2
On your Microsoft Outlook calendar, open the item for the scheduled meeting.
Edit the meeting information or change options on either the toolbar or on the Appointment tab.
For example:
• To change the WebEx meeting settings, select Change Settings.
• To remove the WebEx meeting settings previously set, select Cancel WebEx Meeting.
• To add or change a recurrence pattern, select Recurrence.
• To edit the text in the meeting invitation email message, do it on the Appointment tab.
Step 3
Do one of the following, as appropriate:
• To send the updated meeting invitation to invited attendees and save the updated meeting in your Outlook calendar,
select Send Update.
• To save the updated meeting to your Outlook calendar, select Save and Close.
Your meeting is updated in both your Microsoft Outlook calendar and the WebEx site.
Canceling a Meeting in Microsoft Outlook
SUMMARY STEPS
1.
2.
3.
4.
Open the meeting item in Microsoft Outlook.
Select Delete.
Choose whether to notify invitees or not, and then click OK.
Click OK in the confirmation box.
Cisco WebEx Meetings Server User Guide Release 2.8
12
Scheduling WebEx Meetings with Microsoft Outlook
Before You Join a Meeting
DETAILED STEPS
Step 1
Step 2
Step 3
Step 4
Open the meeting item in Microsoft Outlook.
Select Delete.
Choose whether to notify invitees or not, and then click OK.
Click OK in the confirmation box.
The meeting is removed from your Outlook calendar and your WebEx site. A message appears confirming that your
meeting was removed from the site.
Before You Join a Meeting
This section describes some of the things you might experience when you join a meeting.
The size of your system determines the maximum number of people who can join a meeting. When number
of meeting participants reaches the maximum size, users who try to start new meetings or join meetings see
an error message and the system prevents them from starting or joining a meeting. Users who dial into the
meeting hear an audio prompt indicating that he or she cannot start or join a meeting because the system has
reached the maximum participant capacity.
For any meeting, only half of the maximum number of participants can use video. Video is defined as sending
or receiving, meaning users are using their WebEx webcam video or the video file share option which allows
them to share a video.
If your WebEx site uses self-signed certificates instead of certificates from a well-known Certificate Authority,
after your data center is joined to another data center users must install a certificate for each data center in the
Trusted Root Certification Authorities store before they start or join a meeting.
If you are using Chrome 32 and later or Firefox 271 and later, you might see a prompt to install a Cisco WebEx
plug-in. Select Download and follow the instructions to install the required plug-in.
Note
After installing the plug-in, it might be necessary to enable it.
• If you are using Chrome, select the plug-in icon that displays on the top right of your page, check
the Always allow plug-ins... option and select Done.
• If you are using Firefox, select the plug-in icon that displays at the beginning of your URL (before
https:) and select Allow and Remember.
If the meeting does not start automatically, refresh the page.
If you are using the Chrome 38 browser and later to start a WebEx meeting or play a WebEx recording, you
might be required to complete the following one-time installation to add the Cisco WebEx extension to your
Chrome browser:
1 Select Add WebEx to Chrome.
1 The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the publishing of this document.
Cisco WebEx Meetings Server User Guide Release 2.8
13
Scheduling WebEx Meetings with Microsoft Outlook
Joining a Meeting From an Email
2 Select Free on the Cisco WebEx Extension dialog.
3 Select Add to add the Cisco WebEx extension to your Chrome browser.
4 Open the Cisco_WebEx_Add-on.exe file and select Run.
5 The page refreshes when the installation has finished. If the meeting does not start automatically, refresh
the page.
Joining a Meeting From an Email
Step 1
Open your email invitation, then select the link.
The meeting details page appears for the meeting you are joining.
Step 2
If requested, enter the required information. Details you may need to enter include the following:
• Your name: Enter the name you want attendees to use to identify you during the meeting.
• Email address: Enter your email address in this format: name@your_company. For example, msmith@company.com.
• Meeting password: Enter the meeting password. The meeting host may have included the password in the email
invitation or, for security reasons, provided it to you in another way.
Step 3
Select Join.
• If you are already signed in or do not have an account on this WebEx site, wait for the meeting client to launch.
• If you are not signed in but you do have an account on this WebEx site, the system will redirect you to a sign-in
page where you can enter your user credentials before joining your meeting.
Note
If your site is configured for single sign-on (SSO), the sign-in page will be on your company's SSO site.
If your site is not configured for SSO, you will sign in through the WebEx sign in page.
What to Do Next
If you are using Chrome 32 and later or Firefox 272 and later, you might see a prompt to install a Cisco WebEx
plug-in. Select Download and follow the instructions to install the required plug-in.
*The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the
publishing of this document.
2 The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the publishing of this document.
Cisco WebEx Meetings Server User Guide Release 2.8
14
Scheduling WebEx Meetings with Microsoft Outlook
Joining a Meeting From the Meetings Page
Note
After installing the plug-in, it might be necessary to enable it.
• If you are using Chrome, select the plug-in icon that displays on the top right of your page, check
the Always allow plug-ins... option and select Done.
• If you are using Firefox, select the plug-in icon that displays at the beginning of your URL (before
https:) and select Allow and Remember.
If the meeting does not start automatically, refresh the page.
If you are using the Chrome 38 browser and later to start a WebEx meeting or play a WebEx recording, you
might be required to complete the following one-time installation to add the Cisco WebEx extension to your
Chrome browser:
1 Select Add WebEx to Chrome.
2 Select Free on the Cisco WebEx Extension dialog.
3 Select Add to add the Cisco WebEx extension to your Chrome browser.
4 Open the Cisco_WebEx_Add-on.exe file and select Run.
5 The page refreshes when the installation has finished. If the meeting does not start automatically, refresh
the page.
Joining a Meeting From the Meetings Page
Step 1
Sign in to your WebEx site.
The Meetings page appears.
If you are having sign in issues, make sure that cookies are enabled in your browser. You cannot sign in to Cisco
WebEx if cookies are disabled.
Locate your meeting in the Today list.
If your meeting is not visible, select the All Meetings tab and enter your search parameters to locate it.
Note
Step 2
Step 3
Select Join.
What to Do Next
If you are using Chrome 32 and later or Firefox 273 and later, you might see a prompt to install a Cisco WebEx
plug-in. Select Download and follow the instructions to install the required plug-in.
*The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the
publishing of this document.
3 The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the publishing of this document.
Cisco WebEx Meetings Server User Guide Release 2.8
15
Scheduling WebEx Meetings with Microsoft Outlook
Joining By Meeting Number
Note
After installing the plug-in, it might be necessary to enable it.
• If you are using Chrome, select the plug-in icon that displays on the top right of your page, check
the Always allow plug-ins... option and select Done.
• If you are using Firefox, select the plug-in icon that displays at the beginning of your URL (before
https:) and select Allow and Remember.
If the meeting does not start automatically, refresh the page.
Joining By Meeting Number
You can join a meeting by using the meeting number whether you are signed in to Cisco WebEx or not.
Complete one of the following:
If
You are already signed in to your WebEx site
Do This
1 Make sure that you are on the Meetings page by
selecting the Meetings tab.
2 Select Join by Number.
3 Enter the meeting number.
4 Enter the meeting password, if requested.
5 Select Join.
You are not signed in to your WebEx site
1 Open your web browser and navigate to your WebEx
site.
2 Select the Join by Number link in the top right of the
header.
3 Enter the requested information on the Join by Number
page.
4 Select Join.
Tip
You can also access the Join by Number page by
entering your public WebEx site URL followed by
/orion/join, for example, https://<public site
url>/orion/join
If you are using Chrome 32 and later or Firefox 274 and later, you might see a prompt to install a Cisco WebEx plug-in.
Select Download and follow the instructions to install the required plug-in.
Cisco WebEx Meetings Server User Guide Release 2.8
16
Scheduling WebEx Meetings with Microsoft Outlook
Joining By Meeting Number
*The exact versions of Chrome and Firefox that are impacted by this policy have not been finalized as of the publishing
of this document.
Note
After installing the plug-in, it might be necessary to enable it.
• If you are using Chrome, select the plug-in icon that displays on the top right of your page, check the
Always allow plug-ins... option and select Done.
• If you are using Firefox, select the plug-in icon that displays at the beginning of your URL (before https:)
and select Allow and Remember.
If the meeting does not start automatically, refresh the page.
Troubleshooting Tips
If you cannot join the meeting by using the meeting number, do the following:
• Make sure that you are entering the correct meeting number.
• Make sure that it is the correct time to join the meeting.
• If your information is correct, search for the meeting on the Meetings page and try to join from the link.
Cisco WebEx Meetings Server User Guide Release 2.8
17
Scheduling WebEx Meetings with Microsoft Outlook
Joining By Meeting Number
Cisco WebEx Meetings Server User Guide Release 2.8
18
Download PDF