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Create Meetings

When you create a Virtual Office meeting in the 8x8 Virtual Office desktop app, you can launch instant meetings on short notice to quickly mobilize your team, or schedule a meeting ahead of time and tailor it to your needs. After you set up your meeting calendar, a scheduled meeting remains available under My Meetings in the Meetings tab to edit and reuse as needed, while an instant meeting lasts only while it contains at least one participant.

Features

Limitations

Start Meetings Instantly

If a task arises on short notice, you can instantly create a meeting without scheduling to save time. The meeting starts up using the default advanced meeting settings, and you can invite participants and view meeting access and dial-in information from within the meeting.

Limitations

To start a meeting instantly via Host Meeting:

  1. Go to Meetings > Host Meeting.
  2. Enter the name of your meeting, and click Meet Now to launch the meeting immediately.
  3. Continue to invite participants from within the meeting.

To promote a call to a meeting:

  1. While on a call, notify the other party that you are about to begin a Virtual Office meeting and invite them.
  2. Go to More > Meet Now to seamlessly promote the call to a meeting. If the other party is also using Virtual Office, they are seamlessly taken into the meeting as well.

    Note: You cannot promote a call to a meeting if you are using Call Using Deskphone.

To start a meeting instantly via chat:

  1. Open the Messages tab to open your list of chats.
  2. Click the contact or group of contacts you want to meet with.
  3. While in the selected chat, click the Meet Now icon in the header to launch a Virtual Office meeting and send an invitation to the contact or group of contacts.
    If the contact is offline, you must click the More icon in the header of the chat to see the Meet Now option.

Schedule Meetings

Once you set up your meeting calendar, a meeting created in Virtual Office is reusable; you can use a meeting to schedule meeting events in your calendar under Meetings > My Meetings. You can create any number of these reusable meetings for various purposes (one meeting can be used to meet with your team, another can be used to host one-on-one meetings, and so on), and you can edit and reuse any of them as needed.

Let’s say Lisa is going to host a meeting for the project she is in charge of.

The scheduled event is sent out to all participants, with the relevant details attached, and can be found under Meetings > My Meetings.

Note: Before scheduling a meeting, you must first set up your meeting calendar.

You can:

Set up Meeting Calendar

When you go to Meetings > My Meetings, you are able to sync with Google Calendar to view all upcoming and past meetings day-by-day, or instead view a list of all meetings hosted by you regardless of which calendar they are scheduled in.

Under Meetings > My Meetings:

You can switch from your meeting list to Google Calendar when needed by opening the Settings tab, and changing your selection under Calendar for meetings. From the list view, you are unable to view meeting times or meetings that you do not host.
To switch from the calendar view to the list view, you must desynchronize all your chosen Gmail accounts by deleting them from the list under Settings > Calendar for meetings.

Note: Only Google Calendar meetings are visible in the calendar view; if you are using Outlook or another calendar app, you are unable to view your upcoming and past meetings. To view all meetings you host regardless of calendar, reject the prompt to sync with Google Calendar. Note that if you do not sync with Google Calendar, you can only see meetings that you host; you are unable to see meetings that you have been invited to.

 


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