WebEx

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 SUBMIT REQUEST and a SAS Tech will assist you.

Before you can use Cisco Webex Meetings Scheduler on Outlook for Macs, you will need to activate it through the Rutgers Connect website.

1. Navigate to https://connect.rutgers.edu.
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then select Get Add-ins.
   
   
   
   
5. From the right side of the screen, select Admin-managed.
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
6. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
7. 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.
   
   
   
   
8. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
9. You will now see the new event window again. Select the Webex icon in the top right, and choose Add Webex Meeting to finalize settings.
   
   
   
   
10. You will see a pop-up asking you to allow the Cisco Webex Meeting Scheduler to open a new window. Select Allow.
    
    
    
    
11. You will now see the Welcome. Select Get Started. 
    (Note: you will not be able to go to step 12 unless your WebEx service activation is enabled at this link: https://services.oit.rutgers.edu/services/manage.cgi?.State=Manage%20Services&arg=)
    
    
    
    
12. 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.
      
      
13. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format followed by continuing login with your NetID password.
    (Note: if you receive an error here please refer back to step 11)
    
    
    
    
14. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    Please note: This process will only need to be completed the first time you set up the add-in.
    
    
15. You can now minimize or close the web browser window.
16. Open your Outlook or restart it if it was open already.
17. Select the Calendar option in the bottom left-hand corner of the screen.
    
    
18. Begin to schedule a new meeting by selecting Meeting in the top left-hand of your screen.
    
    
    
    
19. From the top options on the New Meeting Page, select Add Webex Meeting.
    
    
    
    
20. 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 mee 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 icon and choose 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 sNew Meeting Pagting." This will allow the meeting to start even if the host hasn't joined the meeting yet.