How to Schedule a Meeting in Webex

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Matthew M. White
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Webex is one of the most popular productivity-enhancing apps for teams. It enables faster decision-making, improves team collaboration, and makes it easier to manage projects of all sizes. You might have searched for this option for a while until you finally decided to give it a try.

But how do you schedule your first meeting in Webex? This article explains exactly that. We provide step-by-step instructions on scheduling Webex meetings on a PC, desktop app, mobile app, and more.



How to Schedule a Meeting in Webex on a PC

With the Webex desktop app, you can schedule meetings with everyone in your space. But first you have to choose the planner. This is an application you use to tell Webex where you want to schedule meetings. The most commonly used schedulers include Microsoft Outlook, Webex App Scheduler, and Google Calendar.

To schedule a meeting with Google Calendar, follow the steps below:

  1. Open a space on your Webex app and tap "Schedule."
  2. Click on “Schedule a meeting”. You'll see the invitation with the name of the space serving as the meeting topic in the "Location" field.
  3. Add the date, time, and other meeting details.
  4. Tap “Planning Assistant” then “Add Rooms” for Windows or “Finder for Rooms” then “Add Room” on Mac.
  5. Add the room you want to include.
  6. Send the invite.

To schedule a meeting with Outlook, follow these steps:

  1. Click "Schedule" in the space.
  2. Tap "Schedule a meeting".
  3. Adjust the meeting time and date.
  4. Select "Scheduling Assistant", then navigate to "Add Rooms" for Windows. For Mac, select "Room Finder", then "Add Room".
  5. Add the part you need.
  6. Send the invite.

If you are using other calendars, follow the steps below:



  1. Click "Schedule" in the space.
  2. Select "Space meeting information", then press "Copy".
  3. Go to your calendar and paste the information into a meeting.
  4. Return to the Webex app and open the "Space Meeting Information".
  5. Copy the email addresses next to "People". Paste them into the “To” section of the meeting on your calendar.
  6. Adjust the time, date, and other meeting details as needed.
  7. Send the invite.

How to Schedule a Meeting in Webex with Outlook

Microsoft Outlook makes it easy to schedule or cancel meetings. But before you do that, you need to install the Cisco Webex Productivity Tools.

Once the integration is set up, you can schedule your first meeting with Outlook. Here's how:

  1. Open Microsoft Outlook on your desktop.
  2. In the "Home" ribbon, select "Schedule a Meeting", then "Schedule a Webex Meeting".
  3. Check if the Webex settings are correct.
  4. Click on “SAVE”.
  5. Tap "To" and select meeting participants.
  6. Enter the topic and location of the meeting.
  7. (Optional) Adjust advanced meeting features by clicking "Change settings".
  8. Press "Send".

How to Schedule a Meeting in Webex on the Mobile App

The Webex mobile app makes it easy to schedule meetings with anyone from your space anytime, regardless of space type. All attendees will receive calendar invitations notifying them of the meeting and how they can join.



Here's how to schedule a meeting on a mobile app:

  1. Open the Webex app on your mobile device (Android or iOS).
  2. Navigate to the space for which you want to start a meeting.
  3. Tap the menu button (three vertical dots) and tap "Schedule".
  4. Tap on the “Copy Email Addresses” option.
  5. Go to your calendar and paste the addresses in the "To" section of the meeting.
  6. Return to the Webex app.
  7. Tap "Copy meeting information" and paste it into the meeting on the calendar. This information may contain a link to join, the "Join by phone" option, and more.
  8. Set the time, date, and other meeting information.
  9. Send the invite.

You have now scheduled a meeting on your Webex mobile app. All invitations will receive a notification in their calendars.

How to Schedule a Meeting in Webex Teams

Cisco Webex Teams is the ultimate collaboration app to help teams stay organized. If you use this app, scheduling meetings is a breeze. There are different ways to schedule meetings on Webex Teams.


Recurring meetings are often held in a virtual space. This is where all your shared documents are stored and where you can have a quick chat with your team. To schedule a meeting in a space, follow the steps below:

  1. Access the space and select the "Activity Menu" or the three horizontal dots.
  2. Tap "Schedule".
  3. Select "Schedule a meeting".
  4. You will see the calendar app and the meeting details. Type in the title, time and date, then press "Send".

Participants can join the video via the Webex Teams app or the pop-up callback.


If you want to schedule meetings that don't require space, such as meetings with clients and clients, you can use your Personal Room.

How to Schedule a Meeting in a Webex Personal Room

Webex Personal Rooms serve as your personal virtual conference space that you can use anytime. There is no need to book these rooms as they are always available. Meeting participants can easily join the Personal Room via its link, email, or phone number.

Most of the time, Personal Rooms are used for impromptu meetings. However, you can also schedule a meeting in advance. To do this, you need to pre-install the WebEx Productivity Tools on your computer first.

Then you can schedule Personal Room meetings through your Outlook desktop app or the WebEx portal.

Schedule a Personal Room meeting through the Outlook desktop app

  1. Open Microsoft Outlook on your computer.
  2. Access the calendar to create a new meeting.
  3. Enter the date, location and time of the topic and invite participants.
  4. Press the scheduling button to confirm that rooms and participants are available.
  5. Select the "Add WebEx" drop-down menu and choose "Add Personal Room". After that, your calendar meeting will be updated with the Personal Room meeting details.
  6. Send the invite.

Your Outlook calendar will sync with your WebEx account in the cloud to retrieve meeting details and add them to the invite.

Schedule a Personal Room meeting through the Microsoft Outlook computer application

  1. Open Microsoft Outlook on your computer.
  2. From the “Home” ribbon, navigate to “Schedule a Meeting,” then “Schedule a Personal Room Meeting.”
  3. Tap "To" and select meeting participants.
  4. Enter the date, location and time of the subject.
  5. Select "Send".

Schedule a Personal Room Meeting through the WebEx Portal

  1. Sign in to the WebEx Portal.
  2. Press the "Schedule" button.
  3. Enter the meeting topic title, date, time, and attendee email addresses.
  4. Click on “Schedule”.

You have now scheduled a Private Room meeting using the WebEx portal.

Ready for your first Webex meeting?

Webex is a great place to schedule online meetings. Its intuitive interface makes it easy to participate and share ideas with your team. Integration with Outlook, Google Calendar, and other calendar apps ensures attendees always stay on top of new meeting updates.

Which device do you find most convenient for scheduling meetings? Do you prefer Outlook or Google Calendar? Share your opinion in the comments below.

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