Set Up Webex Meeting in Outlook Office 365

This guide shows you how to add a Cisco Webex meeting directly into an Outlook calendar event when you use Microsoft 365 (Office 365). You’ll learn the two main methods – using the Webex add-in for Outlook and using the Webex Scheduler – so you can pick what works best. Before starting, make sure you have a Webex account (free or paid), the Webex app installed on your computer, and that your Outlook is signed in to your Microsoft 365 work or school account.

What You’ll Need

• A Webex account (you can create a free one at the Webex website)
• Microsoft 365 Outlook (desktop app, Outlook on the web, or the new Outlook for Windows)
• The Webex Meetings app installed on your computer (optional but recommended)
• Admin permission to install add-ins if your organization restricts them

Step-by-Step

Method 1: Using the Webex Add-in for Outlook (Recommended)

1. Install the Webex add-in: Open Outlook on your computer. Go to the ribbon and click Get Add-ins (or Apps in new Outlook). In the add-in store, search for “Cisco Webex Meetings.” Click Add next to it and follow the prompts to install. If you don’t see it, contact your IT admin – they may need to enable it for your organization.
2. Sign in to Webex: After installation, open a new calendar event. In the ribbon, you’ll see a Webex button (or a “Webex Meetings” icon). Click it, then sign in with your Webex account credentials when prompted. Allow the add-in to access your Webex account.
3. Create a new meeting: In the event window, click the Webex button again. A panel will open on the right side. Click Add Webex Meeting (or “Schedule”). The add-in will automatically insert the Webex meeting details – including the meeting link, number, and password – into the body of your invitation.
4. Set your meeting options: In the Webex panel, you can choose whether the meeting requires a password, whether to use a personal room, or to schedule a host meeting. Adjust these as needed.
5. Invite attendees: Add your attendees in the usual Outlook fields (To, Required, Optional). Write a subject and any agenda in the body.
6. Send the invitation: Click Send. Attendees will receive an email with the Webex meeting link and dial-in details.

Method 2: Using Webex Scheduler (Standalone App)

1. Download and install Webex Scheduler: Go to the Webex downloads page and download the “Webex Scheduler” plugin for Outlook. Run the installer and restart Outlook.
2. Sign in: In Outlook, you’ll see a new Webex tab in the ribbon. Click it and sign in with your Webex account.
3. Schedule from the Webex tab: Click New Meeting (or “Schedule Meeting”). A pop-up will appear where you can set the meeting title, date, time, and attendees. Click Schedule – it will create an Outlook calendar item with the Webex details embedded.
4. Edit and send: The calendar item opens in Outlook. Make any changes, then click Send.

For Outlook on the Web (Browser)

1. Open Outlook in your browser and go to the calendar.
2. Create a new event.
3. Look for a Webex icon in the event toolbar (it may be under the “…” more options menu). Click it and sign in if prompted.
4. Click Add Webex Meeting – the meeting details will appear in the invitation body.
5. Add attendees and send.

Common Mistakes

• Not signing in to Webex first: If you skip the sign-in step, the add-in won’t insert meeting details, or it will insert a generic link that doesn’t work.
• Using the wrong Outlook version: The steps differ slightly between classic Outlook, new Outlook, and Outlook on the web. Make sure you’re following the right section.
• Forgetting to click “Add Webex Meeting”: Just clicking the Webex button doesn’t add the meeting – you must click the “Add” or “Schedule” option inside the panel.
• Double-booking your personal room: If you use a personal room link and schedule two meetings at the same time, they’ll share the same link, which can confuse attendees.
• Not updating the add-in: An outdated add-in may not work with the latest Outlook updates. Check for updates regularly.

Tips

• Set a default meeting length: In the Webex add-in settings, you can set a default duration (e.g., 30 or 60 minutes) so you don’t have to change it every time.
• Use the “Make it a Webex meeting” checkbox: Some Outlook versions have a checkbox in the event window that turns any meeting into a Webex meeting with one click.
• Add Webex to your Quick Access Toolbar: If you use the desktop app, you can add the Webex button to your Quick Access Toolbar for faster access.
• Test your audio/video before the meeting: Use the Webex app’s “Test” feature to check your microphone and camera before you send the invite.
• Use the Webex Scheduler for recurring meetings: The Scheduler handles recurring meetings better than the add-in in some cases – it lets you set recurrence in the pop-up.

Troubleshooting

• The Webex button doesn’t appear in Outlook: First, close and reopen Outlook. If it still doesn’t show, go to File > Options > Add-ins and check if the Webex add-in is disabled. You can also try reinstalling the add-in from the store. If you’re on a managed device, your IT admin may need to enable it.
• The Webex panel says “Sign in failed”: Check your internet connection, then sign out and sign back in. Make sure you’re using the same email address for Webex and Outlook. If you use two-factor authentication, have your phone ready.
• Meeting details don’t appear in the invitation body: Click the Webex button again and click “Add Webex Meeting” – sometimes the add-in needs a moment to load. If it still fails, delete the event and create a new one.
• Attendees can’t join the meeting: Verify that the meeting link is correct by clicking it yourself. Check that the meeting isn’t locked (if you enabled a lobby, attendees may be waiting). Also ensure your Webex site is active – if you’ve been inactive for a while, you may need to reactivate your account.
• The add-in works but the meeting doesn’t sync to Webex: In rare cases, the add-in may create the Outlook event but fail to create the Webex meeting. Log in to your Webex site and check if the meeting appears in your upcoming meetings. If not, delete the Outlook event and reschedule.
• Outlook crashes when using Webex: Update both Outlook and the Webex add-in to the latest versions. If the problem persists, disable other add-ins temporarily to see if there’s a conflict.

Frequently Asked Questions

Do I need a Webex account to schedule a meeting?

Yes, you need a Webex account (free or paid) to create a meeting. Attendees do not need an account – they can join via the link or dial-in number.

Can I schedule a Webex meeting from the Outlook mobile app?

No, the Webex add-in is not available on the Outlook mobile app. You can schedule from a computer, and the meeting will appear in your calendar on mobile, but you can’t create a new Webex meeting from the app.

How do I remove a Webex meeting from an Outlook event?

Open the event, click the Webex button, and choose “Remove Webex Meeting” (or delete the meeting details from the body). Then send an update to attendees.

Can I use Webex with a personal Microsoft account (Outlook.com)?

Yes, the Webex add-in works with personal Outlook.com accounts, but some features may be limited. The steps are the same – just sign in with your Microsoft account.

Why doesn’t the Webex add-in appear in the add-in store?

Your organization may have restricted which add-ins are available. Contact your IT admin and ask them to enable the “Cisco Webex Meetings” add-in for your tenant.

Can I set a default meeting password?

Yes, in the Webex add-in settings, you can choose to always require a password, or you can set a specific password each time. The default is usually to generate a random password.

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