This site is currently viewing English for the USA
Sign in to:Sign into My Meeting ManagerSign into Engage

Cisco WebEx Support

Scheduling and starting a meeting

The Meeting Center Schedulers

You can schedule a WebEx meeting using either the Advanced Scheduler or the Quick Scheduler, both of which are available after you log in to your WebEx site.

The Advanced Scheduler lets you add more information about your meeting, while the Quick Scheduler is often used to start a meeting on short notice.

To open and use the Advanced Scheduler:

  1. Click Host a Meeting > Schedule a Meeting on the left navigation bar of your WebEx Meeting Center site. Your site might be configured for the Quick Scheduler to open.
  2. Click 'To set advanced meeting options go to Advanced Scheduler'. The Advanced Scheduler opens on the 'Required Information' page.
    Your 'Teleconference account' details are automatically populated.
    Advanced Scheduler - Required Information
  3. Enter a Meeting topic, then enter the password (if asked).
  4. Click Start if you want the meeting to begin immediately, or click each of the links on the right-hand side of the page and complete additional information.
  5. Click Schedule Meeting when you are done entering the additional information.

Back to top

To open and use the Quick Scheduler:

  1. Click Host a Meeting > Schedule a Meeting on the left navigation bar of your WebEx Meeting Center site.
  2. Click 'Return to Quick Scheduler'. The Quick Scheduler opens on the 'Schedule a Meeting' page.
    Quick Scheduler - Schedule a meeting
  3. Enter a Meeting topic, then enter the password (not mandatory).
  4. Specify the Date, Time, and Duration.
  5. Enter the Attendees.
  6. Click Schedule Meeting.

Back to top

Start a Meeting

The host will start a scheduled meeting. Hosts can also start an unscheduled 'instant meeting' and then invite other participants to join.

To start a scheduled meeting:

  1. Log in to your Meeting Center site and click My WebEx on the top navigation bar.
  2. Click My Meetings in the left navigation and a list of meetings appears.
    Start a scheduled meeting - My WebEx Meetings
  3. Select the meeting from the list and click Start. The Meeting window opens.

Back to top

To start an instant meeting:

Log in to your WebEx site and you will be placed into your Personal Room where you can click Start Meeting to instantly begin a meeting. Or you can go to the Meeting Center tab and click Meet Now on the left navigation bar. The meeting window opens, and you can then invite participants.
Start an instant meeting - Meet Now

Back to top

Schedule a meeting in Outlook

WebEx Integration to Outlook, available as part of WebEx Productivity Tools, 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.

Outlook integration - Meet Now and Schedule Meeting

Note: If you have not installed Productivity Tools, learn how to here.

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.

To schedule a WebEx Meeting

  1. Select Schedule Meeting then Schedule WebEx Meeting in the Outlook Ribbon.
    - OR -
    Open a New Meeting invite and then select Add WebEx Meeting in the Outlook Ribbon.
    You may see a "Communicating with server" message, then the WebEx settings are available for you to edit.
  2. Enter a meeting password (if required) and modify settings as necessary, then click OK.
  3. Enter the meeting information in the appointment window as you normally would.
  4. 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.

TIP: Host Information

Once your meeting is scheduled, you can open the meeting in your Outlook calendar and select the Host Information icon in the WebEx group of the ribbon. This displays your host information, such as the host key, host pin, audio pin, or host access code, depending on the meeting type.

Host Information popup

Back to top

Allow another user to schedule meetings for you

You can assign someone else as a delegate to schedule, edit, cancel, and start meetings for you.

If someone else schedules a meeting for you, the meeting still appears in your list of meetings. You can start and host the meeting just as if you scheduled it yourself.

Note At any time, you can remove the permission from the delegate to manage meetings for you.

The delegate feature may be enabled by the site administrator.

Before getting started, your delegate must have a WebEx host account on your WebEx site.

Assign a Delegate on the WebEx Site

  1. On your WebEx site, select My WebEx.
  2. Select Preferences.
  3. Select Scheduling Options.
  4. In the Scheduling permission box, enter the email address of one or more hosts you want to allow to schedule meetings on your behalf.
  5. Select Save at the bottom of the Preferences page.

Set Scheduling Permission in Microsoft Outlook for Windows

  1. On the File menu, select Account Settings.
  2. In the Account Settings menu, select Delegate Access.
  3. In the Delegates dialog box, select Add.
  4. Select the delegate's name, and then select OK.
  5. In the Delegate Permissions dialog box, select Editor in the Calendar, and then select OK.
  6. Select OK to close the Delegates dialog box.

Back to top

Schedule, manage, and start a meeting for another host

IMPORTANT: Before you begin, make sure that you and the actual host are both using the same version of WebEx Productivity Tools.

The person you are scheduling for must have assigned you as a 'Delegate' on their WebEx site. And if you will be scheduling meetings within Microsoft Outlook, they must have given you 'Scheduling Permission' within Outlook. See above section - Allow another user to schedule meetings for you - for details.

To schedule on your WebEx site

  1. On your WebEx site, select Meeting Center.
  2. Select Schedule a Meeting from the left-hand navigation menu, then display the Advanced Scheduler.
  3. Select the name of the person from the Schedule for dropdown.
  4. Set the meeting options, then click Schedule Meeting.

To schedule in Microsoft Outlook

  1. In Microsoft Outlook, on the File menu, select Open > Other User's Folder.
  2. Type the name of the actual host or select Name to select the actual host's name.
  3. Select Calendar in the 'Folder type' list, and then select OK.
  4. To schedule a meeting for the host, select the actual host's calendar in Outlook, open a new Meeting or Appointment, and specify information and settings for the meeting.
  5. To start a meeting for the host, select the meeting item in the actual host's calendar in Outlook, and then select the Join WebEx meeting or Join me in my Personal Room link in the meeting.
  6. Back to top

Assign Alternate Hosts for your meeting

Use alternate hosts when you want to allow another host from your WebEx site to start and run your meeting. The alternate host has all of the privileges of the host within the meeting, but can't edit or delete the meeting.

When scheduling a meeting on the WebEx site

To allow any attendees with host accounts to act as alternate hosts:

  1. Log in to your WebEx site.
  2. Click Meeting Center from the top navigation bar.
  3. Click Schedule a Meeting on the left side of the page.
  4. On the Required Information page, enter the meeting topic and password.
  5. If you are in Advanced Scheduler, click Invite Attendees on the right side of the page.
  6. In the Attendees: section, check the Let anyone with a host account on this site host my meeting box.
  7. Click the OK button.
  8. Complete the rest of the steps to schedule your meeting.
  9. Alternate Host - allow all hosts

To add specific attendees as alternate hosts:

  1. Log in to your WebEx site.
  2. Click Meeting Center from the top navigation bar.
  3. Click Schedule a Meeting on the left side of the page.
  4. On the Required Information page, enter the meeting topic and password.
  5. If you are in Quick Scheduler, choose "Used Address Book";
  6. If you are in Advanced Scheduler, click Invite Attendees on the right side of the page then choose "Select Attendees".
  7. Click the desired alternate hosts from the list on the left side of the window, then click the Alternate Host> button.
    TIP: If your contact is not available in the address book, under the Source drop down menu choose "Personal Contacts". This will activate the "New Contact" button and you can add your new contact there.
  8. The alternate host(s) will appear in the list to the right, under the Alternate Host heading.
  9. Alternate Host - allow specific hosts

Note: The contact must have host privileges on the site. Attendees without a host account cannot be added as an alternate host.

When scheduling a meeting in Outlook

Note: Requires Productivity Tools.

  1. In Outlook, open a New Meeting invite.
  2. Add Attendees in the "To" field.
  3. Select Add WebEx Meeting in the Outlook Ribbon.
  4. You may see a "Communicating with server" message, then the WebEx settings are available for you to edit.
  5. Enter a meeting password (if required) and modify settings as necessary.
  6. Select the Resources tab, then check the box next to the Attendee(s) you want to designate as alternate host(s).
  7. Click OK.
  8. Enter the remainder of the meeting information in the appointment window as you normally would and Send.
  9. Alternate Host - add in Outlook meeting

Back to top

Starting a meeting as an Alternate Host

If you join prior to the host starting their meeting and you have been designated as an alternate host, you can start the meeting in their place.

From your WebEx site

  1. Log in to your Meeting Center site and click My WebEx on the top navigation bar.
  2. Click My Meetings in the left navigation and a list of meetings appears.
  3. Select the meeting from the list and click Start. The Meeting window opens and you are the host.

From the meeting invitation

  1. Open your invitation message, and then click the link to join the meeting. The 'Meeting Information' page appears.
  2. Enter your name, email address, and the meeting password (if required).
  3. If you are not logged in to the WebEx site you will be asked to do so.
  4. Click Start. You are connected to the meeting as the host.

Back to top