Schedule a Meeting

You have many options for how you schedule a meeting with WebEx. The below information is for scheduling a WebEx meeting online using the WebEx Meting Manager. You can also schedule a WebEx with Microsoft Outlook, Lotus Notes, or using WebEx On-click.

The WebEx Console includes two methods of scheduling meetings.

• The Quick Scheduler allows you to quickly schedule a meeting with the essential web conference options.
• The Advanced Scheduler guides you through a 9 step process, allowing you to customise the settings of your specific meetings

Schedule a meeting online using the Quick Scheduler

1. Log into WebEx as previously noted
2. Select Host a Meeting from the left navigation menu and then Schedule a Meeting
   
3. Fill out the Quick Scheduler form
   
4. Click

Schedule a meeting online using the Advanced Scheduler

1. Log into your WebEx account
2. Select Host a Meeting from the left navigation menu and then Schedule a Meeting
   
3. Toward the top of the form, select the link for Advanced Scheduler.
   
4. Complete the 9 step process to schedule a meeting.
   1. Required information
   2. Date and Time
   3. Teleconference settings
   4. Invite attendees
   5. Registration. At this stage you can select to have attendees register for your meeting, to do so select the Require attendee registration and select the information you wish to collect from attendees for your meeting.
   6. Agenda and customisable welcome. Use this step to enter an agenda for your session and load a presentation to display to attendees when they enter the meeting.
   7. Meeting Options. In step seven you set the options and functions you wish to be available during your meeting.
   8. Attendee Privileges. At this step you can select the privileges you wish to enable for attendees within your meeting.
   9. Review. At this step you can review the meetings details you have just selected to insure it is formatted as you wish

When the scheduling process is complete, select Schedule (or select Start to begin your meeting immediately). You will view a Meeting Scheduled page. Click OK of Add to my Calendar to confirm.

You will receive two emails, one that confirms your host meeting details and a separate email you can forward to participants.

Schedule a meeting with audio integration

1. Schedule your meeting using the WebEx Meeting Manager Console as you normally would
2. Select the Change Audio option.
3. Select the MeetMe account which is linked to your WebEx account.
4. Select whether you want your participants to dial in or receive a call back.
5. Click on Save as Template for future use. You will then be able to select this template from Outlook when scheduling future meetings that require audio integration.