WebEx
Quick Reference Guide
Outlook Calendar
Meet Now – used to start a WebEx meeting Schedule Meeting – used to schedule a WebEx Important Notes
immediately (max 100 connections). meeting for a future date/time (max 100 connections).
If the WebEx icons do not show in
Outlook, then you need to install
the Cisco WebEx ProductivityTools
(instructions on reverse).
The WebEx icons can be used from
either the Mail or Calendar ribbons
in Outlook.
Working with Scheduled Meetings
Scheduling a WebEx Meeting Making Changes to a WebEx Meeting (host)
1. Click the Calendar icon in the WebEx group.
1. Open the meeting entry in your calendar.
2. Schedule a meeting:
• Add names or email addresses (max 100) 2. Add attendees, change the meeting details or add
information to the message (above the lines of text ONLY).
• Add subject, location, date & time
3. Click Send Update. External attendees will receive an
3. Click the Add WebEx Meeting icon. email from you (the host) with updated details. Internal
attendees will have the meeting updated in their Outlook
4. In the WebEx Settings dialog box: calendars.
a. Enter a meeting password, if required.
b. Check the box if you do not want attendees to Joining a Scheduled Meeting
see the meeting password in their email
invitation. 1. If you are the host or an internal attendee, open the
c. For the Audio Connection, select either WebEx meeting entry in your Outlook Calendar. If you are an
Audio (default) or the Personal Conferencing external attendee, open the meeting email.
account.
d. Click OK. 2. Click the link. You will be redirected to WebEx Meetings.
3. If you are the host, click Start. Note: You may have to
5. In the email message displayed, add your email sign in first with your Humber email and Humber password
content above the lines of text displayed, if and then click Sign In. If you are an attendee, click Join.
required.
4. Click the Call icon to establish your Audio Connection.
6. Click the Insert tab to add attachments. Click the ellipsis (…) underneath the icon to select an
option (i.e. call in to the meeting using your phone or
connect using your computer). Turn on video, if required.
7. Click Send. The meeting is posted in your Outlook
calendar with all the WebEx details. External 5. A host (or designate) may click the Invite & Remind icon
attendees will receive an email from you (the host) to send a reminder to attendees who have not yet joined
containing all the WebEx details. Internal the meeting.
attendees will have the meeting added to their
Outlook calendars. 6. A host or attendee may click the Share Screen icon to
share a screen or other application.
Information Technology Services
416.675.6622 X8888 | [Link] This document is available in an alternate format upon request.
Working with Instant Meetings
Scheduling a Meeting to Start Now Joining a Meeting That Starts Now
1. Click the Meet Now icon. The WebEx Meetings page 1. Open the email invitation.
displays. 2. Click the Join the meeting link. The meeting details are
2. Open the email received from Cisco WebEx. shown.
3. In the Respond group, click the Respond drop down 3. Click Join.
arrow. 4. The WebEx Sign In page displays.
4. Click Forward. a. Enter your password associated with your Humber
5. Enter the names of the attendees (max 100). Use username.
your Address Book or enter email addresses. b. Click Sign In.
6. Click Send. 5. The WebEx screen is displayed. Select your audio
7. Return to the WebEx Meeting page and select your connection. Turn on video, if required.
audio connection. Turn on video, if required.
Cancelling a WebEx Meeting Leaving or Ending a WebEx Meeting
1. Open the meeting entry in your Outlook calendar. Leave or end the meeting from the WebEx Meetings page:
2. Click the Cancel WebEx Meeting icon in the WebEx Attendee
group. Click the Leave Meeting button.
To cancel the WebEx only
• Click Send Update. Host
• The meeting is still scheduled. Click the End Meeting button to end the meeting for all
participants and click OK.
To cancel the meeting completely
• Click Cancel Meeting.
• Click Yes to accept the change.
• Click Send Cancellation.
The meeting is removed from your calendar.
Attendees will be advised via email.
Installing Cisco WebEx Productivity Tools
1. Open a web browser and type [Link] 9. Double-click [Link] in your Downloads directory.
2. Press Enter. 10. Follow the installation wizard:
3. Enter your Humber email address and password. • Click Next.
4. Click the Sign In button. • Click I accept.
5. Click Downloads in the upper right corner. • Click Next. Click Next again.
• Click Finish.
11. A WebEx Assistant window appears. Enter
[Link] in the URL field. Click Next.
12. Enter your Humber email address and password.
6. Under Productivity Tools, click Download. 13. Click Sign In.
7. Click Save File. 14. Click OK.
8. Click Sign Out and close the browser. 15. Close the WebEx Productivity Tools window.
REV: 2016-10-27
