How To Schedule A Webex Meeting In Outlook 2016

Productivity Software

As someone who is knowledgeable in technology and frequently utilizes Webex for virtual meetings, I have discovered that setting up a Webex meeting in Outlook 2016 is a practical and effective method for staying organized. In this article, I will lead you through each step of the process and provide personal tips and insights.

Step 1: Launch Outlook 2016

To begin, open Microsoft Outlook 2016 on your computer. If you don’t have it installed, you can download it from the official Microsoft website and follow the installation instructions.

Step 2: Create a New Meeting

Once Outlook is open, navigate to the calendar section by clicking on the “Calendar” tab at the bottom of the screen. From there, click on the “New Meeting” button in the ribbon at the top. This will open a new meeting window.

Step 3: Add Meeting Details

In the new meeting window, start by entering the meeting subject in the “Subject” field. Be descriptive and concise so that participants understand what the meeting is about. Next, select the start and end time for your meeting by clicking on the respective fields.

Below the date and time fields, you will find the “Location” field. You can either enter the physical location of the meeting or leave it blank if it’s an online meeting. Since we’re scheduling a Webex meeting, I usually leave it blank and provide the Webex link in the meeting description.

Step 4: Invite Participants

Now it’s time to invite participants to your Webex meeting. In the “To” field, enter the email addresses of the participants you want to invite. You can also use the “Scheduling Assistant” feature to check the availability of participants and find the best meeting time for everyone.

Step 5: Add Webex Meeting Link

Here comes the crucial part – adding the Webex meeting link to your meeting invitation. To do this, go to the “Meeting” tab in the ribbon and click on the “Webex” button. This will open a pop-up window where you can sign in to your Webex account.

Once signed in, you’ll see a list of your scheduled Webex meetings. Select the appropriate meeting (or click “Schedule a Meeting” to create a new one), and the Webex meeting details will automatically be added to your Outlook meeting invitation.

Step 6: Customize Meeting Settings

Before sending out the meeting invitation, you may want to customize some additional settings. For example, you can choose to enable or disable the “Join Before Host” feature, which allows participants to join the meeting before the host starts it.

Additionally, you can set the meeting to automatically start and end on time by selecting the “End the Meeting Early if Everyone Leaves” checkbox. You’ll find these settings and more under the “Meeting Options” section in the meeting window.

Step 7: Send the Invitation

Once you have finished adding all the necessary details and making any desired customization, it’s time to send out the meeting invitation. Simply click on the “Send” button in the ribbon, and the invitation will be sent to all invited participants.


Scheduling a Webex meeting in Outlook 2016 is a seamless process that allows you to efficiently manage your virtual meetings. By following the steps outlined in this article, you’ll be able to schedule a Webex meeting in no time, ensuring that all participants are on the same page.

Remember to provide clear and concise meeting details, including the Webex meeting link, and customize any additional settings according to your preferences. With these tools at your disposal, you’ll be well-equipped to host successful Webex meetings using Outlook 2016.