How to Schedule a Webex Meeting

There are 3 different ways you could schedule a Webex meeting:

1. Webex website - RECOMMENDED
2. Webex App - If installed on your device.
3. Outlook - the fastest method for most users

1. Using the Webex Website

1. Go to flemingcollege.webex.com  and using your Fleming College credentials to authenticate
2. Click the drop down under schedule and select schedule a meeting.  Add a meaningful meeting topic
3. Select the date to be able to enter the time and duration of the meeting, then enter your attendees email addresses.
4. From here, you can enter meeting agenda details, so attendees know what to expect.  Next, under security you can set a custom password, adjust the join rules, choose to auto lock the meting allow early entry before the host.
5. Audio settings let you choose how attendees connect, select entry and exit tones, and decide whether participants can mute or unmute themselves upon joining.
6. Advance options you can assign co-hosts, enable automatic recording, allow breakout session, require registration, and set an email reminder about the meeting.
7. Meeting options let you control what participants can do, like chat and upload and download files from the content panel.  Finally, attendee privileges let you choose if participants can share content or view the participant list when the meeting begins.
8. Click schedule to finalize

2. Using the Webex App

Open the app and at the top you will see 3 options

1. Click Schedule
2. In the Topic Field choose a meaningful title as that will be the name of the meeting
3. Set the meeting date and time appropriately
4. If the meeting will repeat, select the Recurrence box
5. Use the drop down to choose between using your Personal Meeting Room (PMR) or a one-time meeting link
6. If your meeting is taking place in a designated location that has Cisco video equipment in it, you can click on the magnifying glass to invite the room to your meeting.  When your meeting is going to happen and you go to the room, there will be a green button you can push to start your meeting also known as One Button to Push (OBTP) Room names are the room number ex B3316, B2101, D1129
7. Click the “Create a space with all meeting invitees” if you want share files, have instant messaging chat about your agenda, etc you will see the space inside of your Webex app
8. Begin adding invitees by name, the system will auto search everyone internally at Fleming College as you type.  External invitees’ names will not populate automatically.
9. If there are any scheduling conflicts, they will appear on the right-hand side      
10. Advanced settings give you greater control over your meeting setup.  Under security, you can set a customized password.  Decide what happens to participants who aren’t invited or not signed in.  Autolock the meeting after a set number of minutes.  Allow attendees to join early before the schedule start time.
11. Under audio connection, you can choose the connection type, set a tone to play when someone enters of leaves the meeting, and control if attendes are muted on entry or allowed to unmute themselves during the meeting.  
12. Under scheduling options you can assign co-hosts, enable automatic recording learn more about what a co-host is here
13. You can enable automatic recording of the meeting when it begins, and turn on breakout sessions for group collaboration.  
14. Finally, if you want participants to have access to features like chat or to be able to add and download files, click edit meeting options to customize those settings.
15. Click Schedule

3. Using Outlook

1. You can schedule a Webex meeting the same way using your desktop outlook client or the Office 365 client, where you will receive an email with meeting information.
2. Where you would start an email, mouse over and choose New Event it will open a dialogue box as below.
3. Add in the required people to attend the meting
4. Set the appropriate time
5. In the location field put in @webex this will use the Webex system and add of the meeting details to the email.  Alternatively, if the meeting is going to be taking place in a designated location with Cisco video equipment you can invite the room. Ensure that the teams meeting toggle is set to off 

Here is an example of what the meeting invite looks like