What Are WebEx Productivity Tools for Microsoft Outlook & How To Use Them

WebEx productivity tools can be described as the integration and utilities that allow you to start, invite, schedule, and join a WebEx meeting easily and quickly using desktop applications.

Designed by Cisco, the software is an online video collaboration and conferencing service that enables individuals to virtually connect all over the world. It is a cloud-based collaboration suite that includes WebEx Devices, WebEx Teams, and WebEx Meetings alongside Cisco’s inbuilt web conferencing platform.

With WebEx, users can communicate using file sharing, messages, and private group collaborations that allow up to 3,000 attendees. Users can also record a video meeting using security encryptions and a host of other features.

WebEx productivity tools enable users to join an online meeting via popular applications or from their desktops without logging into their accounts on the website. The software offers various productivity tools and desktop app integration such as:

• Google Talk
• Skype
• Lotus
• IBM Lotus Notes
• Web browser integration (Google Chrome, Microsoft Internet Explorer, Mozilla Firefox)
• Microsoft Office Integrations
• Microsoft Lync

This article will only focus on WebEx’s Microsoft Outlook Integration.

Installing WebEx Productivity Tools on Windows Operating System

WebEx Productivity tool comes as its own package separated from the WebEx Meetings application. When you first create and log into your account on the WebEx website, you will be prompted to install the WebEx Meetings application. You can choose to skip this and download it at another time.

The great thing about WebEx is that it automatically downloads then installs the productivity suite onto your system. If you want to download the productivity tool for Windows, you can do the following:

1. First, ensure that your computer and the Windows Operating System meet the prerequisites to install WebEx productivity tools. Some of these prerequisites include:
   • You must have administrative access and privileges
   • The computer must meet the requirements to operate successfully. Visit the WebEx website to learn more about the specific system requirements to run the application on your computer.
2. Once that is done, head to the left navigation bar, search for support, and then select downloads.
3. Under the Downloads page, head over to the Cisco WebEx Productivity Tools, selecting the appropriate Windows OS package.
4. You then save the installation package.
5. Close Microsoft Outlook and WebEx programs if they are running.
6. The next step is to run the installation file. The installation file will have a .msi extension.
7. A prompt will appear asking you to accept the license agreement. Once you accept, you simply follow the instructions laid out to install the Productivity tools.
8. Once the installation is complete, you can click “Finish”.

Installing WebEx Productivity Tools on macOS

The procedure for downloading and installing WebEx on macOS is similar to what’s obtainable with Windows. You can allow the tool to do its thing automatically or manually download, install, and set up the productivity tool for your macOS computer.

Keep in mind that, similar to Windows, you have the option of downloading the option of also downloading the WebEx Meetings application during your first login. You can always come back and get the WebEx Meetings tool if you’d like to skip it at the moment.

Here’s how to manually download and install the WebEx productivity tool for macOS:

1. First, make sure that your computer and operating system meet the minimum requirements for installing WebEx productivity tools. Some of these include:
   • You must have administrative access and privileges.
   • The computer must meet the requirements to operate successfully. Visit the WebEx site to find out the specific system requirements.
2. Next, search for support on the left navigation bar and select downloads.
3. Under the Downloads page, navigate to the Cisco WebEx Productivity Tools and select the appropriate macOS package.
4. Save the installation package.
5. Close Microsoft Outlook and WebEx programs if they are running.
6. Next, double-click on the installation file to run the installation process.
7. A prompt will appear asking you to accept the license agreement. Once you accept, you simply follow the prompts to install the Productivity tools.
8. Click “Finish” when the installation has been completed.

Setting Up WebEx Productivity Tools on Windows

After the installation is complete, you can set up WebEx productivity tools using the steps below:

1. Start the WebEx Meetings to change the settings.
2. A window prompts you to the WebEx website URL; enter the WebEx URL.
3. Enter your email address registered with WebEx and verify it.
4. Enter your NetID and password.
5. Click log in.

You have completed the setup process and can now start using WebEx Productivity tools.

Setting Up WebEx Productivity Tools on macOS

When the installation is complete, you can set up WebEx productivity tools using the steps below:

1. Search for system preferences in the search bar.
2. Choose the Security and privacy option.
3. Navigate to Privacy and select Automation.
4. Check Microsoft Outlook and WebExPluginAgent.
5. Start the WebEx Meetings to change the settings.
6. A window prompts you to the WebEx website URL; enter the WebEx URL.
7. Enter your email address registered with WebEx and verify it.
8. Enter your NetID and password.
9. Click log in.

You can now use WebEx Productivity Tools.

Setting Up WebEx Productivity Tools For Microsoft Outlook

After installation and configuration, you can integrate WebEx Meetings into your productivity tools using Microsoft Outlook.

To set up WebEx Productivity Tools for Microsoft Outlook, simply follow the steps below:

1. Start Microsoft Outlook.
2. Select the Schedule meeting option.
3. Choose preferences from the preferences dialogue box to set up WebEx Productivity tools.
4. Write the WebEx site URL in the account tab.
5. Enter your username.
6. Select the “My Personal Room” tab to confirm your room number, personal room name, host pin, video address, and personal room link.

And that is about it. You can now use WebEx Productivity Tools with Microsoft Outlook.