How to Create a WebEx Meetings Invite via the Outlook Plug-in

Description: WebEx Meetings makes hosting an online meeting easy. You can schedule a meeting in advance or start one right away. When it's time to meet, you can present and collaborate with your team as if you're in the same room. With the WebEx Meetings Outlook plug-in, WebEx Meeting invites can be created directly from Outlook..

How-to Steps:

  1. While in Calendar section of Outlook, under the Home tab, click on the “New Meeting” button.

  2. The meeting invitation window will appear.
  3. Add the meeting’s participants, meeting subject and location. Set the meeting date and start / end times as well.
    1. .
  4. Under the Meeting tab, click on the “Add Webex Meeting” Icon.
    2. The WebEx Seetings (Meetings Information) window will appear.
    3. Meeting Information: (Recommended) Leave default settings.
    4. Meeting template: MC: Webex Meetings Default
    5. Meeting type: Meetings Pto Meeting
    6. Meeting password: Auto-generated Random Password
    7. (Un-Check) Don't include meeting password in email invitation
    8. Audio & Tracking (Tab): (Recommended) Leave default settings.
    9. Audio connection type: Webex Audio
    10. (Check) Display global call-in numbers to attendees
    11. Entry and exit tone: Beep
  5. Registration (Tab):
  6. No changes available. Default settings.
  8. Resources (Tab):
  9.  Alternate host: The Alternate host has the ability to start the meeting, host the meeting, and change meeting settings if needed. Check the box(es) next to the name(s) of those who'd you like to make the meeting's alternate host.
  10. Once finished making the desired changes, click the “OK” button. The Meeting Information window will close and the meeting parameters will populate with the Outlook meeting invite.
  11. Within the Outlook meeting invite a messaged will automatically populate. Do NOT delete or make any changes to the text that text. Once the invite is sent to the participants, that text will become the WebEx Meeting links. However, it is still ok to type a message in the text field above the “do not delete…” message.
  13. Once you have finished setting up the parameters of the meeting, “Send” the meeting invite to the participants. Just like a regular Outlook invite, the participants will get a calendar invite in which they’ll need to accept.

Additional Information:

  • Search or browse our online Knowledge Base
  • Call the CCRI IT Help Desk at (401) 825-1112
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