How to Set Up a Webex Conference Call

Webex is a meeting program that allows users to give presentations online with audio-conferencing tools. Users can easily schedule meetings and invite attendees to join through email using Microsoft Outlook. Webex provides the option of making meetings more efficient in a completely secure and private environment. But many users aren't sure how to set up a Webex meeting the first time.

Instructions

1. Reserve your Webex conference call date on the Public Webex calendar, located in Microsoft Outlook. Open Outlook from your computer and double-click on the "Folders" button. Select the Webex folder and enter the password you would like to use into the password field. Choose the date and time for which you would like to schedule the conference call.

2. Set up your Webex meeting in Outlook. Click on the "Schedule Meeting" button. This will launch a pop-up in which you will fill out the details of the meeting.

3. In the Microsoft appointment field, add the name of your meeting--for example, "WebEx Meeting on Grand Opening Event."

4. Enter the meeting password. When you reserve the conference call, you set up a password. In the notes section of the Outlook meeting, include the password callers will need to attend the conference call.

5. Click on the "Invite Attendees" field. Select the email addresses for the attendees from your Global Address book or by entering their email addresses manually.

6. Send the Outlook Webex conference-call meeting invitation. Once you have entered all of the details, use your cursor to push the "Send" button. This will send out meeting invitations.

Tips & Warnings

• Contact your Webex vendor if you don't have a Webex public-access folder. If you don't have a public Webex folder located in your Microsoft Outlook account, you will need to contact your Webex account representative. They are the only individuals with the authority to set up this feature.

• Do not check the button that reads, "Exclude Password From Email," because this field will hide the password.

Resources

• Webex Instructions for Hosts