Setting up meetings on the Microsoft Outlook calendar is a convenient way to schedule meetings on various video conferencing platforms such as Webex, Zoom, and Microsoft Teams. You can save a lot of time by setting up and scheduling all your meetings in one specific calendar and Outlook is designed to execute the same. It increases functionality without the need of switching between applications through the third-party ‘Add-ins’ for Outlook.

To set-up a Webex meeting on Outlook, you have to get the ‘Cisco Webex Meeting Scheduler’ add-in from the Microsoft AppSource store.

Get the Cisco Webex Meeting Scheduler Add-in

To set up a Webex meeting on Outlook, go to outlook.live.com in a web browser on your computer, and click on the calendar icon on the bottom-left corner of the screen.

From the newly expanded window, select a date for setting up the Webex meeting. A pop-up window will appear on your screen. Click on the ‘More options’ button on the bottom left corner of the window. This will open another pop-up window for scheduling with more details and customization options for the meeting.

Click on the ‘More’ icon (looking like this ‘…’) on the top panel of the new window. You will find the ‘Get Add-In’ option from the expanded menu. Click on it to open the ‘Add-ins for Outlook’ window.

Another window will appear on your screen with numerous add-ins for Outlook. Type ‘Webex’ in the search box on the top-right corner of the window. In the result section, you will find the ‘Cisco Webex Meeting Scheduler’ add-in. Just click on the ‘Add’ button below it to get it on your calendar.

In the next pop-up window, Cisco Webex Meetings Scheduler will ask you to agree to its terms and policies by clicking on ‘Continue’. Click on it.

Now you have successfully added the Webex add-in to your Outlook calendar. You will be notified on your screen that Cisco Webex Meeting Scheduler has now been pinned as a calendar and email item on your Outlook account for your convenience.

How to Schedule a Webex Meeting in Outlook

While scheduling a new meeting in Outlook, you should now see the Webex icon on top of the detailed meeting scheduler window in the Outlook calendar. All you have to do is click on the Webex icon and select the ‘Add Webex Meeting’ option.

You may get a pop-up window to connect your Webex account to Outlook. Click on the ‘Get Started’ button in the window.

You will be asked to provide your Webex Site URL. Since Outlook integration only works with a Webex account on one of the paid plans of the service, you or your organization must have a customized Webex login URL. Provide that URL here and click the ‘Next’ button.

Note: If you use the default meetingsapac.webex.com as the Webex Site URL, you’ll get the “Your current Webex site is not enabled for use with Microsoft Office 365” error. You must have a custom Webex login URL to be able to integrate Outlook with your Webex account.

When prompted, log in with the Microsoft account that you wish to associate with Webex. And then, go on to fill the meeting details in the Outlook Calendar and hit the ‘Save’ button to schedule the meeting.

The Cisco Webex Meeting Scheduler add-in for Outlook enables you to set up a Webex meeting through Outlook successfully using your Microsoft Office 365 account. If you’re not a Microsoft Office 365 user, you can simply add Webex in the Outlook desktop app using Cisco Webex Productivity Tools plugin.