Table Of Contents
Cisco Unified MeetingPlace
for Microsoft Outlook
Revised March, 2011
1 Scheduling a Meeting
When you schedule a Cisco Unified MeetingPlace meeting, Cisco Unified MeetingPlace may prompt you for your user ID and password. If you do not have your login information, contact your system administrator.
Step 1 Open the Microsoft Outlook calendar.
Follow the steps according to your Outlook plug-in version.
–For the Outlook 2010 plug-in continue to Step 2.
–For the Outlook 2007 plug-in, continue to Step 3.
–For the Outlook 2003 plug-in, continue to Step 4.
Step 2 Click the CiscoMeetingPlace button. Under the drop-down menu, Click Schedule a MeetingPlace Meeting. The Outlook Appointment window displays. Continue to Step 5.
Step 3 Click the Schedule a MeetingPlace Meeting button. Under the drop-down menu, Click Schedule a MeetingPlace Meeting. The Outlook Appointment window displays. Continue to Step 5.
Step 4 Double-click any time.
a. Click the MeetingPlace tab.
b. If prompted, log in to Cisco Unified MeetingPlace.
c. The Cisco Unified MeetingPlace scheduling form displays.
d. Continue to Step 5.
Step 5 Check the Make This a MeetingPlace Meeting check box..
Step 6 Enter the meeting details. Parameters are defined in the following table. If any fields already contain information, you may be able to change that information.
Step 7 If you see a link to Check Availability, click this link to ensure that the requested time, duration, meeting ID, recording space, and number of ports for the attendees that you have invited are available on the Cisco Unified MeetingPlace Audio Server.
•The Check Availability feature is not accurate when you schedule a meeting that will start within 30 minutes.
•You cannot schedule a recurring meeting unless all meetings in the series can be scheduled without conflict.
Step 8 To set additional Cisco Unified MeetingPlace settings, click Advanced Settings.
Step 9 To invite attendees, click the Scheduling tab (or the Attendee Availability tab), then enter attendee names in the All Attendees column.
Step 10 If you need to include a message or a physical location for your meeting (such as a room number or building), or change reminders or other standard Outlook appointment settings, click the Appointment tab and enter the information.
Step 11 When you finish, click Send.
If you are scheduling a video conference and you receive an error message to set Allow Internet Access to either Yes or No, do one of the following:
•Return to the scheduling form, click Advanced Settings and choose Yes or No according to the instruction in the error message. You can optionally require and include a password. Then click Send.
•If you do not want to change the Allow Internet Access setting, you can choose not to include video conferencing in your meeting. To do this, return to the scheduling form, enter 0 for # of Video Callers, then click Send.
2 Changing a Meeting
You can reschedule or change the meeting options for single meetings or for a series of meetings in a recurring meeting chain. When you reschedule a recurring meeting series, any exceptions are lost. For example, if you have previously rescheduled one meeting in the series for a different time of day, the change to that occurrence will not be retained.
Step 1 In your Outlook calendar, double-click the meeting you want to change. If the meeting is a recurring meeting:
•To reschedule one of the meetings in the series, select Open This Occurrence.
•To reschedule all future meetings in the series, select Open the Series.
Step 2 Click the MeetingPlace tab.
Step 3 Click Meeting Settings.
Step 4 Modify meeting details. (The Check Availability feature is not available when you reschedule a recurring meeting.)
Step 5 Click Send Update to send updated notifications to meeting invitees.
3 Canceling a Meeting
Step 1 In your Outlook calendar, right-click the meeting entry and choose Delete.
Step 2 If prompted, select cancellation options, then click OK.
4 Attending a Meeting
Meeting invitations arrive in your e-mail Inbox. After you accept an invitation, the meeting notification appears in your Outlook calendar.
Step 1 In your Outlook calendar, double-click the entry.
Step 2 If the invitation is to a recurring meeting series, choose Open This Occurrence at the prompt.
Step 3 After the meeting invitation opens, join the meeting by clicking the meeting link.
•If you see security warnings requesting permission to install and run Cisco Unified MeetingPlace components, click Yes to All.
•If prompted, enter your Cisco Unified MeetingPlace ID and password to enter the virtual meeting room, where you can see shared documents and a participant list, and access other features and options.
Step 4 After you are in the meeting room, click the Connect button above the participant list to join the voice conference.
5 Getting Help
Detailed online Help for Cisco Unified MeetingPlace for Outlook is available from the Cisco Unified MeetingPlace scheduling form and the meeting notification.
Step 1 In your Outlook calendar, double-click an existing meeting or a time.
Step 2 Click the MeetingPlace tab.
If you do not see a MeetingPlace tab, contact your system administrator.
Step 3 Click the Help link in the top right corner of the page.
Quick Start Guide