Webex Mac Outlook Guide

Webex Mac Outlook Version

Introducing Cisco Webex! Webex provides on-demand collaboration, online meetings, web conferencing and videoconferencing. This page will give you an overview of how to start or schedule Webex meetings from within Microsoft Outlook.

Note: If the WebEx icons do not show in Outlook, then you need to install the Cisco WebEx Desktop Application.

Webex icon in Outlook toolbar

If you are a CCS Managed Desktop client:

  • You should have Cisco WebEx preinstalled on your computer. If you are a Managed Desktop client and it is not installed contact Managed Desktops via the CCS Help Centre at 519-824-4120 Ext. 58888 or email at IThelp@uoguelph.ca and they will work with you to install it.

If your computer is managed by an IT team in your department or college, please contact and ask them to provide assistance installing the WebEx Desktop App.

If you manage your own computer and would like to install WebEx:

  1. Open a web browser and go to: https://uoguelph.webex.com.
  2. Login with your U of G email address and password.
  3. Click Sign In.
  4. On the dashboard click on Download.
  5. A window will appear with a button to Download the Desktop App and information on where you can download mobile apps.
  6. (optional) Click Log Out and close the browser.
  7. Find and double-click webexapp.dmg in your Download directory.
  8. A window will appear containing Cisco WebEx Meetings.pkg. Double click on this and follow instructions to install.
  9. Follow the installation wizard:
  • Click Continue.
  • Accept the License Agreement by checking the box and continue.
  • Click Install to install WebEx in the default location.
  • If prompted, click on Yes to allow WebEx to make changes on your computer.
  • Click Finish.
  1. When the installation is successful a WebEx Meetings window appears. Enter your U of G email address.
  2. Select uoguelph.webex.com and click Next.
  3. Complete the U of G Single Sign-On page and click Sign In.
  4. The WebEx Desktop window will appear.
  5. Open Outlook and allow WebEx to access control by clicking OK.

To Schedule a Meeting: 

  1. Click on the Cisco WebEx icon.
  2. A WebEx menu will appear.
  3. Click on Schedule WebEx Meeting. An Outlook window will pop up to allow you to schedule the meeting in Outlook.
  4. Click on the Add Webex Meeting button if text does not appear in the body of the email saying that “a Webex meeting has been added”.
  5. Schedule the meeting in Outlook just like any other meeting you create in Outlook.
  • Add names or email addresses (max 200).
  • Add subject, location, date & time.
  • If you want to add an extra message to your Calendar invitation, add it above the lines of text that says “Do not delete or change any of the following text”.
  1. You can click on the Change Settings icon within tools to access WebEx options.
  • Enter a meeting password if required.
  • Check the box if you do not want attendees to see the password.
  • Under Advanced Settings you can require invitee registration.
  1. Click OK.
  2. In the email message displayed, add your email content above the lines of text displayed at the bottom.
  3. Click the Insert tab to add attachments, if attachments are required.
  4. If you also have people meeting in a physical meeting room, select the room from the Room Finder.
  5. Click Send. The meeting is posted in your Outlook calendar with all the WebEx details. External attendees will receive an email from you (the host) containing all the WebEx details. Internal attendees will have the meeting added to their Outlook Calendars.
Webex options within Outlook
Webex options within Outlook
Schedule Webex meeting option
Schedule Webex meeting option

As the host of the meeting you can make changes to the meeting such as the date or time, inviting other participants or reminding participants that haven’t joined the meeting yet.

  1. Select the meeting entry in your calendar and click Open.
  2. Add attendees, change the meeting details, or add information to the email.
  3. Click Send Update. External attendees will receive an email from you (the host) with updated details. Internal attendees will have the meeting updated in their Outlook calendars.
  4. If you only wish to change the date/time, in the calendar you can select your meeting and drag and drop it to the appropriate new date/time. Outlook will have a popup appear asking you if you want to send an update.
Open button in Outlook
Open button in Outlook
Send update button in Outlook
Send update button in Outlook

To join a scheduled meeting:

  1. If you are the host or an internal attendee, open the meeting entry in your Outlook Calendar. If you are the host, click the go here link to view host information. Then click the Start Meeting button.
  2. If you are an external attendee, open the meeting email.
  3. If you are an attendee click the Join WebEx Meeting button. You will be redirected to WebEx Meetings. You may have to sign in first with your U of G email and U of G password and then click Sign In. If you are an attendee, click Join.
  4. Click the Connect to Audio icon to establish your Audio Connection (i.e. call in to the meeting using your phone or connect using your computer). Turn on video, if required.
  5. A host (or designate) may click the Invite and Remind option to send a reminder to attendees who have not yet joined the meeting.

Note: If you are a participant you must wait for the host to start the meeting before you can join. If you are joining a personal room, you can notify the host that you are waiting for them.

Host link to join the meeting image
Host link to join the meeting image
Start Meeting green button
Start Meeting green button
Join Webex Meeting green button
Join Webex Meeting green button
Invite and Remind menu within the Show More button
Invite and Remind menu within the Show More button

If you would like to immediately host a meeting and start it:

  1. Click the Cisco WebEx icon. A WebEx menu will appear.
  2. Click on Meet Now. A WebEx meeting window will start. It will start in your Personal Room.
  3. Click the … icon and a menu will pop up, select Invite and Remind to invite participants to your meeting.
  4. Enter the names or email addresses of the attendees (max 200).
  5. Click Send.

Inviting From Address Book:

  1. If you would like to invite people from your Outlook address book, click on the Invite with your local email link located in the Invite and Remind selection within the pop-up menu.
  2. An Outlook meeting window will appear with a Join WebEx meeting message for your intended guests to click on.
  3. Enter the names or email addresses of the attendees (max 200).
  4. Click Send.
Webex icon in Outlook toolbar
Webex icon in Outlook toolbar
Options in the Webex icon within Outlook
Options in the Webex icon within Outlook
Invite and Remind menu within the Show More button
Invite and Remind menu within the Show More button
Invite with local email within Invite and Remind
Invite with local email within Invite and Remind

If there is a meeting starting immediately and you have been invited as a participant you can join it in the same fashion that you join a scheduled meeting.

  1. Open the email invitation.
  2. Click the Join the meeting link. The meeting details are shown.
  3. Click the address under Join WebEx meeting.
  4. The WebEx Sign In page for the host’s Personal Room displays.
  • Enter your name and email address.
  • Click Sign In.
  1. The WebEx screen is displayed. Select your Audio connection. If required, turn on video.

Note: If you are joining a personal room, you can notify the host that you are waiting for them


If you are the host of the meeting, you can cancel it.

  • Open the meeting entry in your Outlook Calendar.

To Cancel the Webex Portion of the Meeting Only:

  • Click the Cancel Webex Meeting button
  • Send Update.
  • The meeting itself is still scheduled.

To Cancel the Meeting Entirely:

  • Click Cancel Meeting.
  • Click Yes to accept the change.
  • Click Send Cancellation.
  • Your email will ask if you want send an automated email to let the attendes know of the cancelation, select this option to inform them.

Note: The meeting will be removed from your calendar if cancelled entirely.

Send update button in Outlook
Send update button in Outlook
Send Cancellation button within Outlook
Send Cancellation button within Outlook

To leave or end the meeting from the Webex Meeting app click the red "X":

Attendee:

  • Select Leave Meeting after clicking the red "X'.

Host:

  • Select End Meeting.
  • It will prompt if you want to end the meeting for all participants, if so, Confirm.
  • Click Leave Meeting to leave the meeting but let it carry on for the other participants, you will be prompted to choose a new host before you leave.

Note: If you do leave a meeting without ending it, you can rejoin if the new host invites you to the meeting by sending you the URL for the meeting or inviting you via email. Upon rejoining the meeting you will become the host again.

Red x button
Red x button
End or Leave Meeting options within the red x
End or Leave Meeting options within the red x

To start sharing:

  1. If you want to share your screen with the participants in the meeting, click on the Share Content icon.
  2. A bar will display at the top of your screen while you’re sharing it.
  3. If you hover your mouse over this bar a menu will drop down which gives you access to a rich set of controls to alter how you are sharing the screen.
  4. Alternatively, you can click on Share on the menu at the top of the Webex window and select what you want to share.
  5. By clicking on Share in this bar, you can toggle what you are sharing to options such as a specific screen, file or video, share a specific application, or start a whiteboard for group collaboration.

To stop sharing:

  1. To stop sharing your screen, move your mouse to the top of the screen you are sharing. Hover your mouse over “You’re sharing this screen”. A grey bar will drop down, click on Stop Sharing.
  2. To stop sharing an application, click the red Stop button in the top right of the shared application.
Share content button
Share content button
Grey Share bar image that tells you which screen or application you are sharing
Grey Share bar image that tells you which screen or application you are sharing
Share content options within the Share Content button
Share content options within the Share Content button