Scheduling a WebEx Meeting

1. In your Microsoft Outlook e-mail application, click the Calendar icon at the bottom-left of the window to go to your calendar.

   

2. Click the New Meeting icon at the top left of your Microsoft Outlook window.

   

3. Enter your attendees in the To field (by clicking To and selecting them or by typing them in), enter the meeting subject in the Subject field, select your Start Time and End Time, and click the Rooms button.

   

4. From the Select Rooms list that appears, double-click the conference room that you would like to use for your meeting, then click the OK button. (If you are not going to use a conference room, you can skip this step.) You can add more than one conference room if you desire.

   

5. In the upper left area of the New Meeting window, click the Add Webex Meeting button. Do not use any other WebEx buttons for this! Then click the Send button.

   

If you are planning to start and run the meeting from your laptop, you are done.

If you are planning to start and run the meeting from the conference room

1. Once the message is sent, open (double-click) the meeting in the Outlook calendar.
2. Scroll down to the very bottom of the WebEx meeting information.
3. Where it says “if you are the host, click here,” click the highlighted link. This will open the Cisco WebEx web page.
4. If you are prompted to login to the web page, enter your Cisco WebEx username and password.
5. The Cisco web page should display the same meeting information as the Outlook calendar event. Scroll to the Meeting Information section and record the number listed as the Host Key. This is your Host PIN. You will need it to start the meeting from the conference room later.