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Quick Start Guide: Attending and Scheduling a Cisco Unified MeetingPlace Meeting from Microsoft Outlook

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Quick Start Guide

Table Of Contents

Attending and Scheduling a Cisco Unified MeetingPlace Release 7.1 Meeting from Microsoft Outlook

About the Microsoft Outlook with Cisco Unified MeetingPlace Integration

Attending a Cisco Unified MeetingPlace Meeting from Microsoft Outlook

Scheduling a Cisco Unified MeetingPlace or Cisco WebEx Meeting from Microsoft Outlook

Scheduling a Reservationless Meeting

Attending a Cisco WebEx Meeting

Getting Help


Quick Start Guide

Attending and Scheduling a Cisco Unified MeetingPlace Release 7.1 Meeting from Microsoft Outlook


Revised: March 31, 2011

1 About the Microsoft Outlook with Cisco Unified MeetingPlace Integration

Cisco Unified MeetingPlace Release 7.1 contains an integration that allows you to schedule, attend, and manage Cisco Unified MeetingPlace meetings directly from your Microsoft Outlook calendar.

The Microsoft Outlook with Cisco Unified MeetingPlace integration must be installed on your computer and the MeetingPlace tab must be displayed to create a new meeting request in Microsoft Outlook. This Quick Start Guide assumes that you have the integration installed on your computer.

2 Attending a Cisco Unified MeetingPlace Meeting from Microsoft Outlook

Procedure


Step 1 Open your Microsoft Outlook calendar and double-click the meeting entry.

Step 2 Click Open This Occurrence if you are attending a recurring meeting.

Step 3 Click the meeting link to join the meeting.

Click Yes to All if security warnings are displayed requesting permission to install and run Cisco Unified MeetingPlace components.

If prompted, enter your username in the User ID field and your password in the Password field.

You can also attend as a guest.

Step 4 Select Join the web conference to join the web portion of the meeting.

Step 5 Join the voice portion of the meeting:

a. Select Have MeetingPlace call my phone/video endpoint #.

b. Enter your phone number.


Note If you leave this field blank, you can call the dial-in number supplied, or have Cisco Unified MeetingPlace call you after you enter the web meeting.


Step 6 Click Connect.


3 Scheduling a Cisco Unified MeetingPlace or Cisco WebEx Meeting from Microsoft Outlook

You can only schedule a Cisco WebEx meeting if your user profile is set up to allow you to schedule meetings that use Cisco WebEx as a conference provider.

Procedure

Follow the steps for your version of the Microsoft Outlook plug-in.

Outlook 2010 and 2007 Plug-in

Outlook 2003 Plug-in

Outlook 2010 and 2007 Plug-in


Step 1 Open your Microsoft Outlook calendar.

Step 2 Depending on your version of the Microsoft Outlook plug-in, do one of the following:

In the Outlook 2010 plug-in: Click the down arrow on the CiscoMeetingPlace button and select Schedule a MeetingPlace Meeting. The Outlook Appointment window displays.

In the Outlook 2007 plug-in: Click the down arrow on the Schedule a MeetingPlace Meeting button and select Schedule a MeetingPlace Meeting. The Outlook Appointment window displays.

Step 3 Click the Cisco MeetingPlace icon to open the Cisco Unified MeetingPlace scheduling form.

Step 4 Select Yes, create a new meeting.

Step 5 Enter the meeting details.

Step 6 If the choice is available, select either MeetingPlace or WebEx as the Web Conference provider.

Step 7 (Optional) Click More Options for additional meeting settings such as Language, Who can attend, and so on.

Step 8 Click the Appointment tab.

a. To invite users and video terminals, enter their email addresses in the To... field in the Outlook appointment.


Note Inviting a video terminal from Microsoft Outlook does not reserve the resource on Cisco Unified MeetingPlace. Your system administrator, however, may have configured Microsoft Exchange to prevent video terminals from being double-booked by enabling them to automatically accept and decline meeting requests, similar to conference room reservations.


b. Select the start date and time and the end date and time.

c. Include a message, if desired.

Step 9 Click Send.

Cisco Unified MeetingPlace schedules the meeting. Invitees receive meeting notifications. The meeting is displayed in your Microsoft Outlook calendar.


Outlook 2003 Plug-in


Step 1 Open the Microsoft Outlook calendar and double-click any time.

Step 2 Click the MeetingPlace tab.

If prompted, log in to Cisco Unified MeetingPlace.

The Cisco Unified MeetingPlace scheduling form displays.

Step 3 Select Yes, create a new meeting.

Step 4 Enter the meeting details.

Step 5 If the choice is available, select either MeetingPlace or WebEx as the Web Conference provider.

Step 6 (Optional) Click More optionsfor additional meeting settings such as Language, Who can attend, and so on.

Step 7 Click the Appointment tab.

a. Click Invite Attendees.

b. To invite users and video terminals, enter their email addresses in the To... field in the Outlook appointment.


Note Inviting a video terminal from Microsoft Outlook does not reserve the resource on Cisco Unified MeetingPlace. Your system administrator, however, may have configured Microsoft Exchange to prevent video terminals from being double-booked by enabling them to automatically accept and decline meeting requests, similar to conference room reservations.


c. Include a message, if desired.

Step 8 Click Send.


4 Scheduling a Reservationless Meeting

Cisco Unified MeetingPlace has two kinds of meetings that begin right away, reservationless and immediate meetings. You can initiate a reservationless meeting if your system and user profile are configured to allow it. The system schedules the meeting and automatically populates your Microsoft Outlook calendar with the meeting details.

Procedure

Follow the steps for your version of the Microsoft Outlook plug-in.

Outlook 2010 and 2007 Plug-in

Outlook 2003 Plug-in

Outlook 2010 and 2007 Plug-in


Step 1 Open your Microsoft Outlook calendar.

Step 2 Depending on your version of the Microsoft Outlook plug-in, do one of the following:

In the Outlook 2010 plug-in: Click the down arrow on the CiscoMeetingPlace button and select Schedule a MeetingPlace Meeting. The Outlook Appointment window displays.

In the Outlook 2007 plug-in: Click the down arrow on the Schedule a MeetingPlace Meeting button and select Schedule a MeetingPlace Meeting. The Outlook Appointment window displays.

Step 3 Click the Cisco MeetingPlace icon to open the Cisco Unified MeetingPlace scheduling form.

Step 4 Select Yes, use my reservationless ID.

Step 5 Enter a subject for the meeting. You cannot enter values in any other field.

Step 6 Click the Appointment tab.

a. To invite users, enter their email addresses in the To... field in the Outlook appointment.

b. Select the start date and time and the end date and time.

c. Include a message, if desired.

Step 7 Click Send.

The system schedules the meeting and automatically populates your Microsoft Outlook calendar with the meeting details. Depending on system configuration and your user profile settings, the conference provider might be Cisco Unified MeetingPlace or Cisco WebEx.


Outlook 2003 Plug-in


Step 1 Open the Microsoft Outlook calendar and double-click any time.

Step 2 Click the MeetingPlace tab.

If prompted, log in to Cisco Unified MeetingPlace.

The Cisco Unified MeetingPlace scheduling form displays.

Step 3 Select Yes, use my reservationless ID.

Step 4 Enter a subject for the meeting. You cannot enter values in any other field.

Step 5 Click the Appointment tab.

a. Click Invite Attendees.

b. To invite users, enter their email addresses in the To... field in the Outlook appointment.

c. Include a message, if desired.

Step 6 Click Send.


5 Attending a Cisco WebEx Meeting

Procedure


Step 1 Open your Microsoft Outlook calendar and double-click the meeting entry.

Step 2 Click Open This Occurrence if you are attending a recurring meeting.

Step 3 Sign in if necessary.

Step 4 Click Connect.

Your web browser opens and displays the Cisco WebEx meeting room.


Note Three browser windows are open when you attend the Cisco WebEx meeting: Connect me window, Meeting in progress window (with a warning not to close), and the Cisco WebEx meeting room.


Step 5 Do one of the following to establish a voice connection to the meeting:

If your browser automatically displays the Join Teleconference window:

Enter your area code and phone number.

Click OK.

If the Join Teleconference window does not automatically appear:

Click Communicate > Join Teleconference.

Enter your area code and phone number.

Click OK.


6 Getting Help


Step 1 Open your Microsoft Outlook calendar.

Step 2 Double-click an existing meeting or a time.

Step 3 Click the MeetingPlace tab.

Step 4 Click Help in the top right corner of the page.