You are here: Know Your Personal Meeting Space

Schedule Meetings with the New Meetings Experience

As a Virtual Office user with the New Meetings Experience, you have access to a personal meeting space unique to you, and can turn an ordinary calendar event into a collaborative meeting.

You can schedule a meeting in one of the following ways:

Get to Know Your Personal Meeting Space

The Virtual Office New Meetings Experience enables you to access a personal meeting space you can invite participants to. As a Virtual Office user, you have a meeting space assigned to you based on your name, which you can find when you open the Meetings tab in the desktop app, or open the Meetings tab and go to Meet now in the mobile app. Your colleagues can join your meeting space at any time if they know its name.

Notes:
-Your personal meeting space is automatically used for all meetings with the New Meetings Experience that you add to previously-scheduled calendar events, schedule via your plug-in with Google Calendar or Office 365, or launch instantly from Virtual Office.
-If you are scheduling a meeting in a calendar not synced with Virtual Office, you can copy your meeting space information by clicking or tapping the Copy icon next to the name of your meeting space, and then paste into the details of the calendar event you are scheduling.

From the Meetings tab of the desktop app, or from Meetings > Join with ID in the mobile app, you also have the ability to join or create a meeting space other than your own:

Install the Google Calendar Plug-In

Easily install the New Meetings Experience plug-in for Google Calendar on your Chrome browser, and empower your scheduled meetings with the capabilities of the New Meetings Experience!

To install the Chrome extension for Google Calendar:

  1. Go to the plug-in page in the Chrome Store.
  2. On the Virtual Office Meetings for Google page, click Add to Chrome, and confirm to add the plug-in as a Chrome extension.

    The plug-in is now automatically enabled for use with Google Calendar in Chrome.
  3. In your Chrome browser, open Google Calendar and begin scheduling.

Schedule Meetings via Google Calendar

Once you have the New Meetings Experience plug-in for Google Calendar installed, you can add a meeting to any Google Calendar event you schedule or edit in Chrome.

To schedule a meeting in Google Calendar:

  1. In the browser where you installed the New Meetings Experience plug-in for Google Calendar, open Google Calendar.
  2. In Google Calendar, create a new calendar event or edit an existing event.
  3. From within the calendar event, click the 8x8 Login button to open an 8x8 login prompt.
  4. At the prompt, log in with your 8x8 extension credentials, and confirm.
  5. In your calendar event, click Add Virtual Office Meeting to attach meeting info to the calendar event.
  6. Your calendar event is populated with information that enables participants to join the attached meeting. Finish scheduling your meeting, invite participants, and save.

    Note: Up to 50 participants can join a meeting directly with the New Meetings Experience, and an unlimited number can follow the meeting via YouTube streaming.

Install the Office 365 Add-In

Easily install the New Meetings Experience add-in for Office 365, and empower your scheduled meetings with the capabilities of the New Meetings Experience wherever you go!

To install the add-in for Office 365:

  1. Go to the add-in page on Microsoft AppSource.
  2. On the 8x8 Virtual Office Meetings for Outlook page, click Get it now, and confirm to associate the add-in with your Office 365 account. If you are not logged in to Office 365, you are first prompted to log in.
    Upon confirming, you see an Office 365 page that confirms when the add-in has been successfully added to your account.
  3. On the confirmation page, click the option to open the plug-in in Outlook via Office 365.
  4. In Outlook, go to your calendar. You are now ready to start scheduling via the New Meetings Experience!

Schedule Meetings via Office 365

Once you have the New Meetings Experience add-in for Office 365 installed, you can add a meeting to any Outlook calendar event you schedule or edit from Office 365.

To schedule a meeting in Office 365:

  1. From Office 365, open Outlook.
  2. In your Outlook calendar, create a new calendar event or edit an existing event.
  3. From within the calendar event, click the 8x8 integration icon in your event header to open your 8x8 integration panel. Depending on your Outlook layout, this may be nested under a More options icon at the top of the calendar event.
  4. In the integration panel, click the Login with 8x8 button to open an 8x8 login prompt.
  5. At the prompt, log in with your 8x8 extension credentials, and confirm.
  6. In the integration panel, click Add Virtual Office Meeting to attach meeting info to the calendar event.
  7. Your calendar event is populated with information that enables participants to join the attached meeting. Finish scheduling your meeting, invite participants, and save.

    Note: Up to 50 participants can join a meeting directly with the New Meetings Experience, and an unlimited number can follow the meeting via YouTube streaming.

Sync Your Calendar with Virtual Office

To use the New Meetings Experience with Virtual Office and your preferred calendar, you must first perform a one-time sync with your calendar from your Virtual Office desktop or mobile app.

Once you finish the sync, your Virtual Office desktop and mobile apps both display events in your calendar app; you can then add a meeting to any event visible in Virtual Office through the sync.

To sync your calendar:

  1. In your Virtual Office desktop or mobile app, open the Meetings tab.
  2. In the tab, select the option to sync your calendar and open a calendar selection prompt.
  3. At the prompt, select your desired calendar from the following options.
  4. Go through additional confirmation prompts for the calendar you selected. Once you finish, your Meetings tab now reflects scheduled events in the calendar app. This enables you to quickly access upcoming events in your calendar, and recent meetings you joined using the New Meetings Experience.

Add Meetings from Virtual Office with the New Meetings Experience

Once you sync your calendar, you can promote any event in your calendar to a collaborative meeting with the New Meetings Experience. Simply schedule an event from your usual calendar, then go to Virtual Office to add a meeting to the scheduled event!

To schedule an event for your synced calendar:

  1. Go to the calendar that you previously synced with Virtual Office, such as your calendar in iCloud or Microsoft Exchange.
  2. Schedule an event in your calendar, invite participants, and save. Once saved, the calendar event shows up in your Virtual Office app under the Meetings tab. You are now able to add a meeting to the event.

    Note: Up to 50 participants can join a meeting directly with the New Meetings Experience, and an unlimited number can follow the meeting via YouTube streaming.

To add a meeting to a synced calendar event:

  1. Once you have scheduled an event in your synced calendar, open your Virtual Office desktop or mobile app.
  2. Go to the Meetings tab to view your upcoming calendar events.
  3. If a calendar event does not have a meeting attached, it is marked with an Add meeting icon; events with meetings already attached do not show this icon. As the time approaches to join a meeting with the New Meetings Experience, the meeting in the list displays the time remaining until you need to join.
  4. Participants invited to the calendar event see the meeting you attach to the event in their calendar, and can join the meeting as the calendar event approaches.

    Note: Up to 50 participants can join a meeting directly with the New Meetings Experience, and an unlimited number can follow the meeting via YouTube streaming.

Launch Meetings Instantly with the New Meetings Experience

If a task arises on short notice, you can launch a meeting from Virtual Office without scheduling to save time. Whether you choose to begin the meeting on your own or with additional people, the meeting starts up immediately.

From within the meeting, you can invite participants and share meeting access information.

Note: Up to 50 participants can join a meeting directly with the New Meetings Experience, and an unlimited number can follow the meeting via YouTube streaming.

To launch a meeting instantly by yourself:

  1. In the Virtual Office desktop or mobile app, open the Meetings tab.
  2. Next to the name of your personal meeting space, click or tap Meet now to launch a meeting via Virtual Office, and begin inviting participants.

To launch a meeting instantly with additional people:

  1. In the Virtual Office desktop or mobile app, open the Messages tab.
  2. Open your chat history with the desired contact or chat room.
  3. While in the selected chat, click or tap the More options icon in the chat header to open a menu.
  4. From the menu, select Meet now to bring the contact or room members into a meeting.

    Note: The desired contact or chat room members must be online to be brought into the meeting.

 


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