AddOns

General

The e-mail extension "Webex Scheduler for Microsoft Outlook" is available for synchronizing individual appointments between Cisco Webex and MS Outlook. The creation of a calendar appointment with an integrated Webex meeting can be created with this extension in MS Outlook or alternatively from Webmail OWA (https://webmail.th-owl.de). An appointment created in this way can then be found in the calendar views of MS Outlook and Webmail OWA and at the same time in the "Cisco Webex" views (Webex client, website https://th-owl.webex.com).

Good to know - The "Webex Scheduler" extension replaces the existing "Cisco Webex Productivity Tools", which were very similar in terms of functionality. So if you already have the "Cisco Webex Productivity Tools" installed, you have two ways of synchronizing appointments. Both products are fully functional without any mutual interactions. Nevertheless, we recommend uninstalling the "Cisco Webex Productivity Tools" extension for the following reasons:

•  "Cisco Webex Productivity Tools" are discontinued and may no longer function or be available at any time.
•  "Cisco Webex Productivity Tools" only work with MS Outlook, but not with Webmail OWA
•  "Webex Scheduler" is the new product for synchronization between Cisco Webex and MS Outlook/Webmail OWA

Use

Regardless of whether you use MS Outlook or Webmail OWA, switch from the email view to the calendar view. Here you create an appointment by clicking on a time slot or select the "New appointment" entry in the horizontal menu. This opens a new window in which you can enter all the appointment details. On the far right of the horizontal menu, you will find the "Cisco Webex" area with the two Webex buttons that have the following functions:

• Add Webex meeting - Clicking on this button creates a meeting for this appointment in Cisco Webex and integrates the access data in the main text window of the appointment.
• Webex preferences - Clicking on this button opens a dialog in which you can make further "Cisco Webex" settings for your meeting. Further settings include, for example, the assignment of host roles.

Compact

• Switch to the calendar view
• Click on "Create appointment"
• Configure the appointment in the new window (title, start, end, serial date if applicable, participants, etc.)
• Click on the "Add Webex meeting" button (blue Webex logo) in the horizontal menu on the right-hand side of the appointment window
• The Webex access data for the appointment is integrated in the main text window
• If required, assign further moderation rights via the Webex preferences button (cogwheel)
• Save the appointment configuration and use it to send the invitations to the participants
• Subsequent adjustments to the appointment behave identically

Initial setup

Initial login - When using the Webex interface "Webex Scheduler" for the first time by clicking on the "Add Webex Meeting" button, a dialog box opens in which you must log in to Cisco Webex from MS Outlook or Webmail OWA with your university access data (username & password).

MS Office version - The initial login and subsequent use of the Webex Scheduler interface is only possible from MS Office version "Microsoft Office 2016 for Windows version 2002 (16.0.12527.21230)".

Webex button missing

If you cannot find the Webex button straight away, there may be various reasons for this:

• Restart - Due to the activation, MS Outlook may have to be closed once and restarted. Webmail OWA should display the functionality through a reload.
• Wrong window - You are not yet in the view of an appointment, but in the higher-level calendar view.
• Window size - Depending on the size of the appointment window, the icon may be "hidden" a little. Simply drag the appointment window larger and the icon (blue Webex logo) should appear.
• Text missing - The Webex icons are not always labeled "Add Webex meeting" and "Webex preferences". However, this text will be displayed at the latest when you move the mouse over the icon.
• Scheduler is deactivated - Whether intentionally or accidentally, the extension "Cisco Webex functions for scheduling meetings" could be deactivated. Go to the settings of MS Outlook or under Webmail OWA and select the menu item "Manage add-ins". If you are using MS Outlook, Webmail OWA will open in the web browser. In the overview of the add-ins, you can activate/deactivate the "Cisco Webex functions for scheduling meetings" (checkbox). Changing this setting requires MS Outlook to be restarted.