How to schedule and start WebEx meetings on behalf of someone else

WebEx enables you to schedule and start meetings on someone else’s behalf. You, as the scheduler, must also have a host account and have permission to schedule meetings as host in the site of the other host. 

You can do so using either MS Outlook or the UIC WebEx portal.

Using MS Outlook

To schedule a meeting for another host:

  1. If you haven't already, you will need to install the Productivity Tools. Follow these instructions for Windows, and these instructions for Mac OS
  2. From Microsoft Outlook, select File > Open > Other User’s Folder
  3. Click Name and select the host’s name from the address book, then select Calendar from the Folder type drop-down menu, and click OK
  4. Click a date in the host’s calendar, then click Schedule Meeting in the Outlook Ribbon. A new Outlook appointment message appears
  5. Schedule the meeting, entering the meeting information on the Appointment tab and selecting attendees from the Invite Attendees or Scheduling menus
  6. Click Add WebEx Meeting. The WebEx Settings dialog appears and identifies the host for whom you are scheduling the meeting
  7. Enter and confirm a password for the meeting
  8. Verify that all other meeting options are correct, then click OK to close the dialog
  9. Click Send. The meeting invitation is sent on behalf of the host.

To start a meeting for another host:

  1. Open the host’s calendar and locate the meeting you scheduled
  2. Double-click the appointment message, then click the link to start the meeting. If prompted, enter your login information, then click Log In. The Meeting Information page appears.
  3. Click Start. The meeting is initiated and you are assigned both the host and presenter role.

Note: When the host joins the meeting, he or she assumes the host role and becomes the presenter.

Using the WebEx Portal

To schedule a meeting for another host follow these instructions:

  1. Log in to your Meeting Center site
  2. In the left navigation panel, select Schedule a Meeting
  3. Click Advanced Scheduler if the Advanced Scheduler is not your default scheduler page

Advanced Scheduler

4. Under Schedule for, select the name of the WebEx host you are scheduling for.

Schedule

5. Enter the rest of the scheduling information, then click Schedule Meeting. Meeting invitations are sent, and the meeting appears on your, and the host’s, My Meetings page.

To start a meeting for another host from your WebEx site:

  1. Login to UIC WebEx at http://uichicago.webex.com
  2. Click My WebEx then My Meetings. Meetings you have scheduled for yourself or other hosts are listed.
  3. Locate the meeting you want to start, then click Start. The meeting is initiated and you are assigned both the host and presenter role.

Note: When the host joins the meeting, he or she assumes the host role and becomes the presenter.

Need help?

Last updated: 

January 30, 2018

Browse by tag