WebEx: How to Allow Someone to Schedule Webex Meetings on Your Behalf
KB0010895
Video Tutorial: https://youtu.be/XS4XKn7scIc
You can delegate someone else to schedule meetings for you from Microsoft Outlook In this guide, you will learn how to delegate the scheduling of Webex meetings to another person using Cisco Webex Productivity Tools. This feature is useful particularly helpful when you're unable to reach access a computer or if you have another person manage someone else managing your calendar.
Prerequisites
Before proceeding, ensure the following:
The delegate
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has a Webex host account
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.
Webex Productivity Tools are installed on
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the delegate's computer.
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Access to both your Webex account and Microsoft Outlook.
Step-by-Step Guide
Step 1: Assign a Delegate via the Webex Site
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Sign In to Webex
Go to webex.fscj.edu
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2. Select Preferences > Scheduling
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and log in with your credentials.
Access Settings
After logging in, navigate to the Settings section.
Set Scheduling Permissions
Click on the Scheduling tab.
Locate the Scheduling permission box
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and enter the email address of
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the host(s) you want to
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delegate the ability to schedule meetings
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.
Ensure the email addresses entered correspond to accounts that have Webex host permissions.
Save Changes
Click the Save button at the bottom of the
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On Windows you can get to the same page through the Webex integration to Microsoft Outlook. From Outlook select Schedule Meeting > More > Set Scheduling Permission to go directly to the Scheduling Options section on your Webex site.
Set Scheduling Permission in Microsoft Outlook for Windows
1. From Microsoft Outlook go to File > Account Settings > Delegate Access
2. Select Add, and find the name of the person you want to add as a meeting delegate
3. In the Calendar field select Editor, and then select OK
Set Scheduling Permission in Microsoft Outlook for Mac
1. From Microsoft Outlook, select Tools > Accounts
2. Select Advanced
3. On the Delegates tab, select the + under where it says Delegates who can act on my behalf
4. Enter the name of the person that you want to assign as a delegate and select Add
5. In the Calendar field select Editor, and then select OK
Settings page to apply your changes.
Step 2: Set Scheduling Permissions in Microsoft Outlook
To ensure that the delegate can manage your meetings through Outlook, you must share your calendar with them:
Open Microsoft Outlook
Launch Outlook and navigate to your calendar.
Share Calendar
Go to Calendar Permissions in the toolbar.
Select the delegate's email and grant them appropriate permissions to view and manage your calendar.
Confirm Settings
Ensure that permissions are set to allow the delegate to schedule and manage meetings on your behalf.
Step 3: Schedule, Manage, and Start a Meeting for Another Host (Windows)
Before You Begin
· Make sure that you and the actual host are both using the same version of Webex Productivity Tools
· Make sure the actual host has given you scheduling permission their Webex site
· Make sure you are signed in to your own Webex account in Webex Productivity Tools
1. From Microsoft Outlook, go to File > Open & Export > Other User's Folder
2. Type the name of the host or select Name to select the actual host's name
3. Select Calendar in the Folder type list, and then select OK
4. Select the host’s calendar. You The delegate can now schedule, manage, and start meetings for that host.
Schedule, Manage, and Start a Meeting for Another Host (Mac)
1. From Microsoft Outlook, go to File > Open > Other User's Folder….
2. Type the name of the host, select Calendar in the Folder Type list, and then select Open.
3. Select the host’s calendar. You can now schedule, manage, and start meetings for that hoston your behalf. For detailed instructions, refer to the official Webex guide:
Webex Instructions for Scheduling and Managing Meetings
Additional Information
If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu
Video Tutorial: Watch the video tutorial for a visual guide on setting up a delegate.
By following these steps, you can efficiently allow someone else to manage your Webex meetings, ensuring your calendar stays organized even when you're unavailable.