Overview
Webex uses the Webex Scheduler tool to integrate with Outlook 365 and Exchange Online.
In the past, Webex provided a tool called the Webex Productivity Tools in order to integrate Webex with older installations of Outlook/Exchange. If the Productivity Tools are still installed, please see the end of this article for information how to remove them prior to installing the Webex Scheduler.
Requesting access to Webex Scheduler
If you have not had the Webex scheduler or are configuring a new device, you need to be added to a security group to allow access to install this Microsoft app. Please submit a Support Requst via https://itssc.rpi.edu
Once you get confirmation you are added to the group, the WebEx shortcut will show in your Outlook calendar toolbar.
Authorizing Calendar Integration with Office 365
Before you can use the Webex Scheduler tool, you must authorize your Webex account to integrate with your Office 365 email.
- Log in to https://rensselaer.webex.com with your RCSID and password.
- In the menu bar on the left, select Settings.
[The left menu on the Webex website. An arrow points to Settingsand is labeled "Select Settings".]
- On the Preferences screen, select General. At the bottom of the screen, next to Calendar Integration you should see Microsoft Office 365. Select Authorize to allow your calendar to integrate with Webex. You may be asked to sign into Microsoft Office 365; do so with your RPI email address and your password.
[The Settings menu on the Webex website. A red arrow points to the General tab and is labeled "3a. Select General". An arrow points to the line item for Calendar integration, where it says Authorize to the right of Microsoft Office 365 and is labeled "3b. Select Authorize".]
- Once the process is complete, it will show as:
[The Calendar integration line on the Options screen where it now says Remove to the right of Microsoft Office 365.]
Using the WebEx Scheduler
PLEASE NOTE: The Webex icons do not appear on the main Outlook toolbar. They will only show while scheduling a meeting.
When you are scheduling a meeting in Outlook you will see the Webex icon on your toolbar on the right. This will allow you to add a Webex invitation to the current meeting.
[The header of a meeting which is being created in Outlook. An arrow points to a button with the Webex icon and is labeled "Select to add a Webex Meeting". Another arrow points to the icon directly to the right, and is labeled "Select to change your preferences, or delete the Webex meeting".]
- Select Add Webex Meeting in order to add a Webex invitation to the meeting you are scheduling. If you have not yet logged in to Webex from Outlook, you may need to do so using your RPI email and password.
- To change your preferences for the meeting, or to remove it, select Webex Preferences.
- For more help in using the Scheduler, please see the training video link in the resources at the bottom of this article.
Procedure - Remove the Old Webex Productivity Tools
Uninstalling the Webex Productivity Tools
[A button from the Outlook toolbar labeled "Schedule Meeting" and "Webex" with a plus sign on it.]
If you have the icon to Schedule a Meeting in the main view in Outlook, you have the old Productivity Tools enabled and will need to disable it. If you do not have this, skip to STEP TWO.
- In Finder, Select Go, then select Applications.
[The Mac screen, with a menu in Finder after Go has been selected. An arrow points to Go on the top menu and is labeled "Select Go". A second arrow points to the drop-down menu and is labeled "Select Applications".]
- In Applications, look for a folder labeled Webex or Webex Productivity Tools and expand it. Inside of the Productivity Tools, double-click on Uninstall to launch the uninstaller.
[A portion of the list of applications in the Applications folder. The Webex Productivity Tools folder has been expanded. An arrow points to Uninstall and is labeled "Double-click Uninstall".]
- You may be prompted for a password. Enter the password for your Mac, then select OK to uninstall the Webex Productivity Tools.
[The Mac password prompt to allow Uninstall to make changes. An arrow points to the password box and is labeled "Enter Password". A second arrow points to a highlighted button and is labeled "Select OK".]
References
Learn how to Schedule Meetings in Outlook with Webex Scheduler
Webex Meetings - Scheduling (course: 4 minutes)
Note:
Golearn is a Webex provided training platform with courses for a number of topics. Log in with your RCSID and password. If it is your first time, accept the terms of agreement and update your personal information on your profile.
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