Using Webex Productivity Tools and Alternate Hosts

This article goes over the steps to install and set up Webex Productivity Tools for Webex integration with Outlook. This article will also show you how to designate an alternate host; this allows you to create meetings for other users without having to be present in the meeting.

Message from Cisco:

Earlier this year we announced the end of life for the Webex Meetings Productivity Tools in Outlook, with our last version updated (version 42.6), released in June 2022. To ensure you can continue to schedule Webex Meetings effectively, we recommend that your organization take immediate action to migrate to the Cisco Webex Scheduler – also known as Webex Meetings M365 Add-In.

See Cisco Webex Meetings Scheduler for Outlook and Office 365 for replacement tool.

Downloading Webex Productivity Tools

Close Microsoft Outlook if you have it open. Be sure that Outlook is not running in the background.
Download the add-on at s.uconn.edu/webexoutlook.
Run the downloaded file to install the Productivity Tools.
If you have not set up other Webex software on the computer previously, it may ask for your email address. Enter your UConn email address and click next.
The next page will ask which site you would like to use. Please choose or type in "uconn-cmr.webex.com" and click Next.
Sign in using your NetID. Your Productivity Tools are now set up for you to begin scheduling Webex Meetings through Outlook.

Using Webex Productivity Tools to Schedule a Webex Meeting

Windows - Outlook

In Outlook, select the "Schedule Meeting" within the Webex toolbar menu. If you click the drop-down instead of the icon, you will be presented with options for selecting your Personal Room Meeting.
This will populate a meeting invite. The first time this is chosen, you will be presented with some settings for the Webex. Below is an outline of some common settings that should be considered.
1. Meeting Password: Every Webex needs to contain a password. A random one will always be assigned.
2. Attendees can join meeting "X" minutes before start time: This is handy to allow users to join early to get their audio settings configured and set up.
3. Audio Connection Type: It is recommended to always set this to "Webex Audio." This means people can join via their computer microphone/speaker, but they can also make a toll-dial in.
4. Entry and Exit Tone: This can sometimes be annoying to the conference, so you may want to turn it off. It makes an audible beep when someone leaves/joins the audio portion of the Webex.
5. Resources: This allows you to set Cohosts to control/start the meeting. See the next section below for instructions.

Using Webex Productivity Tools to Designate a Cohost (Alternate Host)

Through Webex, you can create meetings for other users. This is a useful tool when scheduling meetings for events, supervisors, or directors. The Cohost can commence the meeting without your help; they act as an owner of the meeting.

In order to designate a Cohost, the person must be one of the required participants.
Open the Webex Settings button from the ribbon at the top of Outlook
Choose the third tab in the pop-up window called Resources.
Pick the people you would like to designate as a Cohost
These people will receive a different email than the other participants. Where other participants have a green "Join" button, these new hosts will have a green "Start Meeting" button.

Using Webex Productivity Tools to Schedule a Personal Room Meeting

You can utilize the productivity tools to schedule a meeting invite with your Personal Meeting room details so that you can take advantage of things like the lobby feature and use the same link for consistency.

In Outlook, select the Schedule Meeting drop-down and choose Schedule Personal Room Meeting.
This will add your personal room details to the meeting invite which you can then send out to the participants.

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