"How To" Guides

Adding the Cisco Webex Meeting Scheduler to Microsoft Office 365 Outlook - Windows

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

If you have any questions or are prompted to give admin credentials during the install please open a workorder and a SAS Tech will assist you.

  1. Open Outlook on your PC
  2. Select the File tab in the upper left

    AddingtheCiscoWebexMeetingSchedulertoMicrosoftOffice365Outlook Windows 01

  3. Click on the “Manage Add-ins” option

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  4. You will be redirected to log in to Rutgers Connect. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.

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  5. After a successful sign in, the Add-Ins for Outlook screen will appear.
  6. From the right side of the screen, select Admin-managed
    • Then select the Add button under the option for Cisco Webex Meeting Scheduler.

      AddingtheCiscoWebexMeetingSchedulertoMicrosoftOffice365Outlook Windows 04

  7. Review and agree to the terms of the add-in and select Continue.

    AddingtheCiscoWebexMeetingSchedulertoMicrosoftOffice365Outlook Windows 05

  8. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.

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  9. Close the Add-ins page by selecting the X in the top right corner.

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  10. Minimize the web browser window
  11. In Outlook click the Back button in the upper left

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  12. Select the Calendar option in the bottom left-hand corner of the screen.

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  13. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.

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  14. You will now see the new meeting window. Select the Add Webex Meeting icon in the top right.

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  15. You will now see the Welcome screen. Select Get Started.

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  16. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.

      AddingtheCiscoWebexMeetingSchedulertoMicrosoftOffice365Outlook Windows 13

  17. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.

    AddingtheCiscoWebexMeetingSchedulertoMicrosoftOffice365Outlook Windows 14

  18. Click Continue on the Connect your Account window if prompted
  19. Login with your NetID and NetID password.
  20. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.

    AddingtheCiscoWebexMeetingSchedulertoMicrosoftOffice365Outlook Windows 15

    Please note: This process will only need to be completed the first time you set up the add-in. In the future, you will be able to add meetings by selecting the “Add Webex Meeting” button as shown in Step 14.

  21. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this site host my meeting." This will allow the meeting to start even if the host hasn't joined the meeting yet.

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To edit Webex preferences for a meeting. Select the meeting on your calendar and click on the Edit button.

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