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Scheduling a Webex meeting is quick and easy. Each time you schedule a meeting a new link is created, which is only available for that one meeting, making it very secure. You can also password protect meetings to add an additional layer of security if required. Meeting attendees will receive an invite that includes all the information that they need to join the meeting.

Scheduling a meeting in the desktop app or Outlook Calendar

Not all the features available for scheduling meetings on your Webex site are available in the Cisco Webex Meetings desktop app. For example, the integration to Cisco Webex meetings desktop app does not support all the recurrence options that are available in Microsoft Outlook.

  1. Open the desktop app or your calendar in Outlook.
    Open the desktop app:
    - click on the 'Calendar' icon
    - click the 'Add meeting (+)' icon.

    Open the Outlook calendar:
    - click 'Schedule Meeting'
    - from the drop-down menu, click 'Schedule Webex Meeting'.
  2. A new Outlook appointment message appears, then a window opens where you can set your meeting details, including a meeting password (optional). Click 'OK' when done

    Tip:
    If the window doesn't open, you can click  'Change Settings' to set or change meeting details.
  3. Enter 'Attendee email addresses'
  4. Enter a meeting 'Subject'

    Tip:
    Entering a location is optional, you can leave it blank or type Webex.
  5. Select a 'Start' and 'End Date'
  6. Select a 'Time'
  7. Enter any message you want for your attendees
  8. Click the 'Send' button.

Tip: If you'd like to add an alternate host, once you've completed the above steps, click  'Change Settings'. The Webex settings box will reappear, click the 'Resources' tab to select one or more alternate hosts from your attendees. The meeting will then be added to your calendar and your attendees will receive an email invitation with all information necessary to join the meeting.

Tip: If you make the meeting a reccurring event, the Webex tools will create a reoccurring Webex meeting automatically.

Scheduling from your Webex website

  1. Sign in to your Webex account
  2. Click 'Schedule a Meeting' on the Home page, or click 'Meetings' in the left menu, then 'Schedule a Meeting'
  3. Enter the basic information for your meeting - Title, Meeting Password (optional), Date and time, any Recurrence details, etc.

    Tip:
    You can click the 'refresh'  button in the Meeting Password field to auto-generate a password.

  4. If you click 'Show advanced options' you can set audio connection options if you want to use other than your default details, an agenda for this meeting, and scheduling options other than your default choices. Expand each section as needed and complete the details

  5. Click 'Schedule'.

Scheduling a meeting in your Personal Room

When scheduling a Webex meeting, you might prefer to use a re-usable link that always stays the same. Your Personal Room Meeting address is perfect for this.

The easiest way to schedule a Webex meeting in your Personal Room Meeting is through the desktop app via Outlook. However, if you don't have the Webex Desktop app installed, you can also find the details on your Webex website.

Schedule your Personal Room Meeting with the desktop app via Outlook

  1. Click the 'Schedule Meeting' icon in the Home ribbon in your Outlook calendar
  2. Click on 'Schedule Personal Room Meeting'

  3. A new Outlook appointment message appears
  4. Fill in the attendees' email addresses and a subject as you normally would
  5. Optional: type Webex in the 'location' field
  6. Send the invitation.

Tip: You can copy and paste your Personal Room Meeting URL into any communication tool and use it to start ad hoc meetings at any time.

Scheduling using information on your Webex website

  1. Sign in to your Webex account
  2. On the Home page, click the 'More ways to join' link in the 'My Personal Room' box, then click 'Copy'

  3. Paste the copied content in a new calendar invitation
  4. Enter the invitees' email addresses, add a subject, select a date and time, and enter any message
  5. Click the 'Send' button.

The meeting will then be added to your calendar and your attendees will receive an email invitation with all the necessary information to join the meeting.

Scheduling an audio only meeting

Easily start or join an audio only Personal Conference (PCN) meeting. To do so, you need the call-in number, the host or attendee access codes, and the PIN from your Webex profile. To learn how to set-up your PCN account, go here.

To schedule a Personal Conference meeting:

  1. log In to your Webex Account and click on 'My Webex'
  2. click on 'Schedule A Meeting' and 'Advanced Scheduler', Required Information page, locate 'Meeting type', then select 'Webex Personal Conference'
  3. enter a meeting topic, then select 'Date and Time' from the list on the right, and enter scheduling information
  4. select 'Audio Conference' from the list on the right, then select the 'Personal Conference Number Account' you want to use
  5. select 'Invite Attendees' from the list on the right, then add invitees' email addresses
  6. click 'Schedule Meeting'
  7. at the scheduled time, dial the call-in number for your PCN account, then follow the instructions to provide your access code and, if prompted, your PIN. Each invited attendee receives an email containing the call-in number and attendee access code.

If you use the Webex desktop application in Outlook, you can schedule and start Personal Conference meetings from Outlook.

To use your PCN from Microsoft Outlook:

To...

              Follow these steps...

Schedule a Personal Conference

  1. Click 'Schedule Meeting' in the Outlook ribbon
  2. Click 'Add Personal Conference Meeting'
  3. Change Webex settings if necessary, then complete the meeting invitation.

Start an impromptu Personal Conference

  1. Click 'Schedule Meeting' in the Outlook ribbon.
  2. Select 'Start Personal Conference Meeting' from the drop-down menu
  3. Click 'Invite Attendee', then complete the invitation.

Help desk phone numbers

Please browse our guides and if you can't resolve your questions, contact one of our global helpdesk advisers.