WebEx - How to Schedule a Meeting

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Schedule a Meeting Overview

You can schedule a WebEx meeting using either the Advanced Scheduler or the Quick Scheduler.

Short on time?

Use the Quick Scheduler. Enter a few details and you are ready to go.

Looking for more meeting options such as security or assigning privileges?

Use the Advanced Scheduler and add the level of detail you want.

Note:You can switch from the Advanced Scheduler to the Quick Scheduler, or the reverse, at any time. And, all the information you entered is saved in the other scheduler.

Choose a Level of Security for a Scheduled Meeting

There are a few different ways you can make your meeting more secure.

Require a password to join:

On the Required Information page of the Advanced Scheduler and on the Quick Scheduler.
Depending on your site settings, a password may be required
You can accept the system-generated password or create a new one.
Decline to list the meeting on the meeting calendar:
- To join an unlisted meeting, the attendees must provide a unique meeting number that the host shared. They meeting number is not listed on the WebEx site.
- On the Required Information page of the Advanced Scheduler.
Exclude the meeting password from email invitations:
- On the Required Information page of the Advanced Scheduler.
Require attendees to sign in:
- To join the meeting, each attendee must have an account on the WebEx site.
- On the Invite Attendees page of the Advanced Scheduler.

Schedule a Meeting with the Quick Scheduler

Log in to your WebEx site.
Go to Host a meeting > Schedule a meeting.
If you see the Advanced Scheduler, select the Quick Scheduler.
Enter the details for your meeting and select Start or Schedule. The Meeting Scheduled page appears, confirming that the meeting is scheduled. You also receive an email that includes information about the meeting.

Schedule a Meeting with the Advanced Scheduler

Log in to your WebEx site.
Go to Host a meeting > Schedule a meeting.
If you see the Quick Scheduler, select the Advanced Scheduler.
Follow the prompts to enter the details for your meeting and select Next to proceed to the next page. The Advanced Scheduler wizard leads you through nine pages to schedule your meeting.
On the Review page, check your meeting details and select Start or Schedule. The Meeting Scheduled page appears, confirming that the meeting is scheduled. You also receive an email that includes information about the meeting.

Allow Another User to Schedule Meetings for You

If someone else schedules a meeting for you, the meeting still appears in your list of meetings. You can start and host the meeting just as if you scheduled it yourself.

Log in to your WebEx site.
Go to My WebEx > Preferences. The Preferences page appears.
Under Scheduling Options, in the Scheduling permission section, select Select host to choose from a list of all users who have accounts on your WebEx site.
Select Update.

Scheduler Quick Reference

The following table describes items in the Advanced Scheduler that may require further explanation.

Option

Description

Meeting password

Confirm password

Require participants to enter the password you set to join your meeting. Each participant that you invite to your meeting receives an invitation email message that includes the password, unless you request that passwords do not appear in email invitations. Your site settings may require you to include a meeting password. You can accept the system-generated password or create a new one.

A password can contain a maximum of 16 characters and cannot contain spaces or any of the following characters: \ ` “ / & < > = [ ].

Tracking codes

Identify your department, project, or other information that your organization wants to associate with your meetings. Tracking codes can be optional or required, depending on how your site administrator set them up.

Attendees can join [x] minutes before the starting time

Allow attendees to join the meeting within a set number of minutes before the meeting's starting time.

Note	If you uncheck this box or set this option to 0 minutes, you must start the meeting before attendees can join it.

Attendees can also connect to audio conference

If you allow attendees to join the meeting before the scheduled starting time, you can also allow attendees to join the WebEx Audio conference before the meeting starts.

You set up the WebEx Audio conference on the next page.

Recurrence

None: Specifies that the meeting does not recur.

Daily: Repeats the meeting every day until the selected end date.

Every [x] Days: Repeats the meeting after the specified number of days.
Every weekday: Repeats the meeting each day, from Monday to Friday.

Weekly: Repeats the meeting after a specified number of weeks until the selected end date.

Every [x] week(s) on: Specifies the day of the week to repeat the meeting and the number of weeks that must pass before the meeting repeats.
Sunday - Saturday: Specifies the day on which the meeting repeats. You can select one or more days.

Monthly: Repeats the meeting every month until the selected end date.

Day [x] of every [x] month(s): Specifies the day of the month on which to repeat the meeting, and the number of months that pass before the meeting repeats.
[x] [x] of every [x] month(s): Specifies the week and day of the week on which to repeat the meeting, and the number of months that pass before the meeting repeats.

Yearly: Repeats the meeting every year until the ending date that you select.

Every [month] [date]: Specifies the month and date on which to repeat the meeting each year.
[x] [day] of [month]: Specifies the week, day of the week, and month on which to repeat the meeting each year.

Select conference type

WebEx Audio

Specifies that the meeting includes an integrated audio conference. WebEx Audio (hybrid audio) provides flexibility for the attendees to connect to audio using their computer or a phone.

Other teleconference service

Specifies that the meeting includes a teleconference that another service provides. Enter any instructions needed to join your conference. The instructions appear on

the Meeting Information page on your WebEx site
the invitation email
the Info tab of the Meeting window
the Connect to Audio dialog box in the participants' Meeting windows

Cisco Unified MeetingPlace Audio Conferencing

Specifies that the meeting includes an integrated audio conference with your Cisco Unified MeetingPlace audio conferencing account. If you select this option, choose the type of conference:

Attendees call in
Attendees receive call back: A participant must have a direct phone line to receive a call from the conferencing service. However, a call-in number is always available in the meeting window.

Use VoIP only

Specifies that you want to set up an Integrated VoIP conference for the meeting.

Attendees

You can designate one or more attendees as alternate hosts. An alternate host can start the meeting and act as the host. An alternate host must have a user account on your Meeting Center Web site.

Request that attendees verify rich media players before joining meeting

Request that the attendees check that Flash Player and Windows Media Player are installed on their computer.

Agenda

Set the agenda for the meeting. You can type up to 2500 characters, including spaces and punctuation. The agenda appears on the Meeting Information page for the meeting on your WebEx site.

Automatically share presentation or document once a participant joins the meeting

Select a presentation or document to share automatically after a participant joins the meeting. This option is useful if you allow attendees to join the meeting before the host.

The file that you select must be in Universal Communications Format (UCF) and reside in your personal folders on your WebEx site.

Start automatically

Have presentation slides or document pages start automatically in the content viewer.

Select this option only if the presentation or document contains multiple slides or pages.
Do not select this option if the presentation or document contains UCF media files.

Continuous play: Available only if you select Start automatically. Specifies that shared presentation or document restarts once it is finished, and continues advancing page automatically.

Advance page every [x] seconds: Available only if you select Start automatically. Lets you select the frequency at which slides or pages advance automatically.

Allow participants to control file: Let participants navigate the presentation or document independently in their content viewers. The slides or pages do not advance automatically.

Select this option if the presentation or document contains only one slide or page, or if it contains any UCF rich media objects, such as audio or video objects.

Video

Specifies that video options are available in the Meeting window during the meeting.

Turn on high-quality video: Video can be as high as 360p resolution (640x360). However, the quality of the video that participants can send and receive depends on each participant's webcam, computer capability, and network speed.

Turn on high-definition video: Allows participants to send or receive HD video with up to 720p resolution. However, the quality of the video that participants can send and receive depends on each participant's webcam, computer capability, and network speed.

View video thumbnails: Allows participants to switch from viewing Participant List to video thumbnails of participants. If the option is turned off, participants will see only the active speaker's video and their self-views.

Enable closed captioning

Lets one participant-the closed captionist-transcribe notes during the meeting. Closed captioning is useful if hearing-impaired participants are attending the meeting. By default, the host is the closed captionist, but can designate another participant as the closed captionist during the meeting. Meeting Manager publishes closed captions in all participants' Meeting windows once the closed captionist presses the Enter key on the keyboard. Thus, notes are usually published one line at a time. The host can send a transcript of the closed captions to participants at any time.

Enable UCF rich media for attendees

Allows attendees to share Universal Communications Format (UCF) media files during the meeting, either in a UCF multimedia presentation or as standalone UCF media files. A meeting host who is also the presenter can always share UCF media files, whether or not you select this check box.

Note	The alerts options are applicable only if you select an integrated teleconference on the Teleconference page in the Advanced Scheduler.

Annotate

Add notes to any shared documents or presentations, or write and draw on shared whiteboards that appear in their content viewers, using the toolbar that appears above the viewer. An attendee's annotations are visible to all participants.

Contact operator privately

Dial 00 at any time during a teleconference to contact the operator for your teleconferencing service.

Available only if your site includes the private operator option.