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Integrating Meetings with the Microsoft Outlook Plug-in
8x8 Support

Integrating Meetings with the Microsoft Outlook Plug-in

Objective 

Create, view, and manage meetings from within Microsoft Outlook. Users can send email invitations for Virtual Office meetings from any connected address.

Applies To

  • Virtual Office Meetings
  • Microsoft Outlook Plug-in 

Procedure

Create Meetings

  1. Select the Calendar tab in Microsoft Outlook.
  2. In the calendar, right-click the day you want your meeting to take place.
  3. Click New Meeting Request
  4. Click Add a Virtual Office Meeting.
  5. Add the following items:
    • Time and duration of the meeting
    • Participants
    • Description
  6. To save the meeting and send invitations, click Send.

Edit Meetings

  1. Go to the Calendar tab within Microsoft Outlook.
  2. In the calendar, double-click the desired meeting. A meeting can be edited in the pop-up window.
  3. In the meeting window, you can configure meeting settings, edit meeting details, remove or invite participants, and reschedule.
  4. Click Send Update to notify invited participants of any changes.

Join Meetings

  1. Go to the Calendar tab in Microsoft Outlook.
  2. Double-click the desired meeting. 
  3. In the meeting window, you can find:
    • The URL to join instantly via Virtual Office; click to launch the meeting in the Virtual Office desktop app.
    • The Meeting ID to enter in Virtual Office.
    • A one-tap dial-in phone number to join via mobile audio without entering your Meeting ID; tap from your mobile device to join quickly while on the go.
    • Domestic and international dial-in phone numbers that have been assigned to the meeting. To dial in, call the desired number, and enter the Meeting ID as needed.
    • The option to join from an in-room video conferencing system. For information on using your in-room conference systems, please refer to the manufacturer's instructions.
Note: Hosts and participants joining via Virtual Office, and participants dialing in to the meeting, can join using the Meeting ID. If you are given the Host ID by the organizer but were not listed as a host for the meeting, you must use the Host ID to exercise your host rights during the meeting.

Cancel Meetings

  1. Go to the Calendar tab of Microsoft Outlook.
  2. In the calendar, right-click the day you want your meeting to take place.
  3. Click Cancel Meeting.
  4. Click Send Cancelation to notify participants that the meeting is canceled.

At this time, the following are not available in the Outlook plug-in:

  • The ability to start an instant meeting without scheduling
  • The ability to view a list of your upcoming Virtual Office meetings from the 8x8 menu
  • Compatibility with Mac
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