Schedule a Video Conference Room Endpoint for WebEx Meeting Use

This guide provides step-by-step instructions for inviting a Video Conference Room Endpoint to a Webex meeting using Microsoft Outlook on both Windows and Macintosh/Apple systems.

Scheduling on Windows

Follow these steps to schedule a Webex meeting using Microsoft Outlook on a Windows computer:

1. Open Microsoft Outlook:

   • Launch Microsoft Outlook and navigate to your calendar.

   • Open a New Meeting invitation.

2. Add Attendees:

   • Enter the email addresses of the attendees you wish to invite.

3. Set Meeting Details:

   • Enter the Subject Title.

   • Set the date and start/end times for the meeting.

   • Add any necessary information in the message body.

4. Add Video Conference Rooms:

   • Click on Room Finder located to the far right of the Location button.

   • Find Show a room list: and click the down arrow to view options.

   • Select the campus of your choice.

   • Under Choose an available room: find the Video Conference Room option.

   • If you haven't set a time, select one of the Suggested times:

   • Verify the room schedule to ensure it is not already booked during your chosen time.

5. Select Video Conference Rooms:

   • Choose one of the following Video Conference Rooms for your campus:

Add Webex Meeting:

1. In the meeting invitation, click on the toolbar button Add Webex Meeting.

   • Select the option to Add Webex Meeting.

2. Confirm Meeting Settings:

   • Review and confirm your Webex Meeting settings, then click OK.

3. Send the Invitation:

   • Click Send to finalize and send your meeting invitation.

   • You will receive an email confirmation once the room is successfully scheduled.

Scheduling on Macintosh / Apple

Follow these steps to schedule a Webex meeting using Microsoft Outlook on a Macintosh/Apple computer:

1. Open Microsoft Outlook:

   • Launch Microsoft Outlook and navigate to your calendar.

   • Open a New Meeting invitation.

2. Add Attendees:

   • Enter the email addresses of the attendees you wish to invite.

3. Set Meeting Details:

   • Enter the Subject Title.

   • Set the date and start/end times for the meeting.

   • Add any necessary information in the message body.

4. Add Video Conference Rooms:

   • Click on Room Finder located to the far right of the Location button.

   • Find Show a room list: and click the down arrow to view options.

   • Select the campus of your choice.

   • Under Choose an available room: find the Video Conference Room option.

   • If you haven't set a time, select one of the Suggested times:

   • Verify the room schedule to ensure it is not already booked during your chosen time.

5. Select Video Conference Rooms:

   • Choose one of the following Video Conference rooms for your campus:

1. Add Webex Meeting:

   • In the meeting invitation, click on the toolbar button Add Webex Meeting.

   • Select the option to Add Webex Meeting.

2. Confirm Meeting Settings:

   • Review and confirm your WebEx Meeting settings, then click OK.

3. Send the Invitation:

   • Click Send to finalize and send your meeting invitation.

   • You will receive an email confirmation once the room is successfully scheduled.

Following these steps will help you efficiently schedule a Video Conference Room Endpoint for your meetings, ensuring you have the necessary resources and setup for a successful meeting experience. If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu