Overview

This guide will help you grant your executive assistant the necessary permissions to schedule and manage Webex meetings on your behalf. Both Outlook/Exchange permissions AND Webex scheduling permissions must be configured separately.


Required Permissions

Part 1: Outlook/Exchange Calendar Permissions

What This Does: Allows your assistant to create calendar events and send meeting invites on your behalf.

Steps to Grant Outlook Permissions (New Outlook or Outlook Web Access):

  1. Sign in to Outlook Web Access at outlook.office.com or open New Outlook
  2. Go to Calendar view
  3. Right-click on your calendar name or click the settings icon
  4. Select Sharing and Permissions
  5. In the sharing dialog:
    • Enter your assistant's email address
    • Set permission level to Delegate
    • Check "Let delegate view private events" (optional)
    • Check "Let delegate manage categories" (optional)
  6. Click Share

Important: Ensure "send on behalf of" permission is enabled. This is critical for Webex integration and may need to be configured by IT if not automatically included with delegate permissions


 

 

Part 2: Webex Scheduling Permissions

What This Does: Allows your assistant to schedule Webex meetings where YOU are listed as the host (not them). This must be configured separately.

Steps to Grant Webex Permissions:

  1. Sign in to your Webex site at mu.webex.com
  2. Click your profile/name in the top right
  3. Go to Settings > Meetings > Scheduling
  4. In the "Scheduling permission" box, enter your assistant's email address (e.g., [email protected])
    • You can add up to 20 people
    • Separate multiple emails with commas
  5. Check "Automatically share meeting content with my delegates" to give them access to recordings and transcripts
  6. Click Save

Note: Changes may take up to 24 hours to reflect


 

 

Why Both Are Required

  • Outlook permissions allow your assistant to manage your calendar and send invites
  • Webex permissions allow your assistant to create meetings where you are the host
  • Without both configured, your assistant may have to join meetings and manually promote you as host, or may not be able to schedule properly

Troubleshooting

If your assistant still has issues:

  • Wait 24 hours after granting Webex permissions
  • Ensure both Outlook AND Webex permissions are configured (both are required)
  • Contact IT if the Webex Scheduler add-in is not visible in Outlook
  • Verify “send on behalf of” permission is enabled – contact IT regarding this if you are still having issues after waiting for provisioning