User Guide for Cisco Unified MeetingPlace Release 7.0
Cisco Unified MeetingPlace for Outlook
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Using Microsoft Outlook with Cisco Unified MeetingPlace

Table Of Contents

Using Microsoft Outlook with Cisco Unified MeetingPlace

How to Install and Configure the Microsoft Outlook Plug-In

Downloading the Microsoft Outlook Plug-In

Adding or Editing a Cisco Unified MeetingPlace Server

How to Use Microsoft Outlook to Schedule Cisco Unified MeetingPlace and Cisco WebEx Meetings

Scheduling a Cisco Unified MeetingPlace or Cisco WebEx Meeting

Scheduling a Reservationless Meeting

About Scheduling Meetings on Behalf of Other Users

Modifying a Meeting

How to Use Microsoft Outlook to Join a Meeting

Joining a Cisco Unified MeetingPlace Meeting

Joining a Cisco WebEx Meeting

Associating or Disassociating a Previously Scheduled Meeting

Saving Meeting Notifications in your E-Mail Inbox

Working Offline in Microsoft Outlook

Disabling Cached Exchange Mode

Enabling Cached Exchange Mode


Using Microsoft Outlook with Cisco Unified MeetingPlace


Cisco Unified MeetingPlace Release 7.0 contains a plug-in that allows you to schedule, attend, and manage Cisco Unified MeetingPlace meetings directly from your Microsoft Outlook calendar.


Note The Cisco Unified MeetingPlace options offered by your organization may differ from the options described here. Depending on system and user profile configurations, you might have the option to select either Cisco Unified MeetingPlace or Cisco WebEx as the web conference provider.


How to Install and Configure the Microsoft Outlook Plug-In

How to Use Microsoft Outlook to Schedule Cisco Unified MeetingPlace and Cisco WebEx Meetings

Modifying a Meeting

How to Use Microsoft Outlook to Join a Meeting

Associating or Disassociating a Previously Scheduled Meeting

Saving Meeting Notifications in your E-Mail Inbox

Working Offline in Microsoft Outlook

Disabling Cached Exchange Mode

Enabling Cached Exchange Mode

How to Install and Configure the Microsoft Outlook Plug-In

Before you can schedule Cisco Unified MeetingPlace meetings from Microsoft Outlook, you must install the Cisco Unified MeetingPlace for Microsoft Outlook plug-in on your computer. If you installed it correctly, you will see the MeetingPlace tab when you create a new meeting request in Microsoft Outlook. You use this tab to access the Cisco Unified MeetingPlace scheduling form.

Your system administrator may have already installed the Microsoft Outlook plug-in on your system. To see if the Microsoft Outlook plug-in is installed, open Microsoft Outlook and create a meeting request. If you do not see the MeetingPlace tab, your system is not configured to schedule Cisco Unified MeetingPlace meetings from Microsoft Outlook.

Depending on your settings, you may be able to download the Microsoft Outlook plug-in from a Cisco Unified MeetingPlace server.

Downloading the Microsoft Outlook Plug-In

Adding or Editing a Cisco Unified MeetingPlace Server

Downloading the Microsoft Outlook Plug-In

Before You Begin

Close all Microsoft Outlook and Microsoft Office applications.

Open a web browser.

Go to the Welcome page of the Cisco Unified MeetingPlace Web Server.

Log in to the Cisco Unified MeetingPlace Web Server. You cannot download the plug-in unless you are logged in as a profiled user.

Procedure


Step 1 Click Schedule from OutlookDownload Outlook Plugin.

The system displays the File Download—Security Warning dialog box.

Step 2 Click Save.

Step 3 Select a location for the Microsoft Outlook plug-in installation program.

Step 4 Click Save.

Step 5 Go to the location where you saved the installation program.

Step 6 Double-click setup.exe.

Step 7 Click OK to start the installation.

Step 8 Click OK when the installation is complete.

Step 9 Restart Microsoft Outlook.


Troubleshooting Tips

If you are unable to download the Microsoft Outlook plug-in, contact your system administrator.

Adding or Editing a Cisco Unified MeetingPlace Server

The Microsoft Outlook plug-in comes preconfigured with a default server. Complete this procedure to add or edit the server information.

Before You Begin

Install the Microsoft Outlook plug-in.

Log in to Microsoft Outlook.

Procedure


Step 1 Click Tools > Options....

Step 2 Click the MeetingPlace tab.

Step 3 Do one of the following:

Click Add to add a server.

Highlight the server name and click Edit to edit a server.

Step 4 Enter or change the following information:

Enter a name for the server in the Name field. Make this a name that is easy for you to remember. It does not have to be the actual name of the server.

In the Server URL field, enter the URL of the Cisco Unified MeetingPlace server that you want to use to schedule your meetings. It should be in the format http://<hostname>/outlook/mp where <hostname> is the name of the server.

Step 5 Click OK twice.


Troubleshooting Tips

Contact your system administrator if you do not know the hostname or URL of your Cisco Unified MeetingPlace server.

How to Use Microsoft Outlook to Schedule Cisco Unified MeetingPlace and Cisco WebEx Meetings

Scheduling a Cisco Unified MeetingPlace or Cisco WebEx Meeting

Scheduling a Reservationless Meeting

About Scheduling Meetings on Behalf of Other Users

Scheduling a Cisco Unified MeetingPlace or Cisco WebEx Meeting

When you use Microsoft Outlook to schedule a Cisco Unified MeetingPlace or Cisco WebEx meeting, the system does the following:

Schedules the meeting.

Sends meeting notifications to the invitees with a link to the Cisco Unified MeetingPlace or Cisco WebEx server, depending on the type of meeting that you are scheduling.

Automatically populates your Microsoft Outlook calendar with the meeting details.

Sends you a reply whenever an invitee accepts or declines the meeting.

Restrictions

By default, you cannot schedule meetings more than two years in advance; however, your system administrator sets the exact limit for your system.

You can only schedule meetings to begin less than 30 minutes in the past.

Values set on the Microsoft Outlook scheduling form supersede any values set in the Cisco Unified MeetingPlace administration web interface.

Before You Begin

Install the Microsoft Outlook plug-in.

Log in to Microsoft Outlook.

Click Calendar.

Procedure


Step 1 Double-click on any time.

Step 2 Click the MeetingPlace tab.

Step 3 If prompted, log in to Cisco Unified MeetingPlace.

Step 4 Select Yes, create a new meeting.

Step 5 Enter the meeting details.

You must enter a subject. This is the only mandatory field.

If you do not enter a meeting ID, the system generates one automatically.

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

Step 7 (Optional) Click More options.

If more than one server is listed, do not change the default unless you have reason to do so (for example if you are unable to schedule a meeting using the default server).

If you do not specify a meeting language, the meeting uses the language specified in your profile. This setting only affects the voice prompts and language of the web meeting room for the meeting that you are scheduling.

If you are using Cisco WebEx, set Who Can Attend to Anyone.

Step 8 Click the Scheduling tab.

Step 9 To invite users and video terminals, enter their e-mail addresses in the All Attendees column.


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.


Step 10 Click Recurrence... to schedule a recurring meeting.


Note You cannot use the No end date option under Range of recurrence because the Cisco Unified MeetingPlace system does not let you schedule meetings more than two years out. You must use either the End by: or End after: option and be sure that the last meeting is scheduled within two years.


Step 11 Click the Appointment tab to include a message.

Step 12 Click Send.


Troubleshooting Tips

Clear the cookies in Microsoft Internet Explorer to log in with another username and password (for example, if you can log in as both a system administrator and as a regular user). If you do not clear the cookies, you will always remain logged in with the username and password that you originally logged in with.

Related Topic

About Scheduling Meetings on Behalf of Other Users

Scheduling a Reservationless Meeting

You can also use Microsoft Outlook to schedule reservationless Cisco Unified MeetingPlace meetings. (A reservationless meeting is a meeting that you do not schedule in advance. Instead, you start a reservationless meeting when you need one). For reservationless meetings, the system uses the reservationless meeting ID of the scheduler.

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.

Restrictions

You can only schedule meetings to begin less than 30 minutes in the past.

Values set on the Microsoft Outlook scheduling form supersede any values set in the Cisco Unified MeetingPlace administration web interface.

Before You Begin

Install the Microsoft Outlook plug-in.

Log in to Microsoft Outlook.

Click Calendar.

Procedure


Step 1 Double-click on the current time.

Step 2 Click the MeetingPlace tab.

Step 3 If prompted, log in to Cisco Unified MeetingPlace.

Step 4 Click 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 Scheduling tab.

Step 7 Enter attendee names in the All Attendees column.

Step 8 Click the Appointment tab to include a message.

Step 9 Click Send.


Related Topics

About Scheduling Meetings on Behalf of Other Users

About Scheduling Meetings on Behalf of Other Users

You can use Microsoft Outlook to schedule Cisco Unified MeetingPlace or Cisco WebEx meetings on behalf of another user if you are a delegate for that user. The meeting owner is the delegator and not the delegate.


NoteMicrosoft Outlook delegates are completely separate from Cisco Unified MeetingPlace delegates. Cisco Unified MeetingPlace delegate configurations affect privileges and capabilities while scheduling from the Cisco Unified MeetingPlace end-user interface only.

Cisco Unified MeetingPlace Release 7.0.2 introduced support for multiple Microsoft Outlook delegates, specifically:

A delegate may schedule meetings for multiple delegators.

A delegator may have multiple delegates.


To use delegation with Microsoft Outlook, the delegator must first define a delegate by selecting Tools > Options > Delegate. The delegate can then open the calendar of the delegator by selecting File > Open > Other User's Folders and entering the user ID of the delegator.

Note the following considerations when you act as a delegate:

The Cisco Unified MeetingPlace user name of the user on whose behalf you schedule the meeting must be the same as the user name in their e-mail address.

The user on whose behalf you schedule meetings must have the Microsoft Outlook plug-in installed.

The first time you schedule a meeting on behalf of a user, the system prompts you to enter your user name and password.

If you change your password after scheduling a meeting on behalf of a user, the following limitations apply:

The user cannot reschedule the meeting without entering your new password. If the user does not enter the new password, the user can still attend the meeting.

The user cannot delete the meeting without entering your new password.

The user cannot reschedule the meeting in the calendar by dragging and dropping the meeting.

If your password has expired but has not yet been changed after scheduling a meeting on behalf of a user, the following limitations apply:

You cannot reschedule the meeting in the calendar by dragging and dropping the meeting.

If the first meeting you open after your password expires is a meeting you scheduled on behalf of a user, you will be prompted to enter a new password, but the password you enter will not be retained. You must open a meeting on your calendar and change the password to prevent this issue.

The user cannot reschedule the meeting. The user can still attend the meeting.

The user cannot delete the meeting.

Reservationless meetings that you schedule on behalf of the delegator use your reservationless ID. Only you can bring the meeting to order.

Meetings that you set up will appear in the calendar in the language that you are configured to use.

Modifying a Meeting

Restrictions

You can modify the parameters for a Cisco Unified MeetingPlace meeting, but you cannot change a scheduled meeting to a reservationless meeting, and you cannot change a reservationless meeting to a scheduled meeting.

To modify a meeting, make sure that you use the same user interface (either the Microsoft Outlook calendar or the Cisco Unified MeetingPlace end-user web interface) that you used to schedule the meeting. Otherwise, the system does not send updated notifications to meeting invitees.

If an invitee proposes a new time for a meeting that you scheduled, do not change the meeting time by accepting the proposal. Instead, cancel the meeting and schedule a new one for the new time.

Before You Begin

Install the Microsoft Outlook plug-in.

Log in to Microsoft Outlook.

Click Calendar.

Procedure


Step 1 Double-click the entry for the meeting that you want to modify.

Step 2 Do one of the following if you are modifying a recurring meeting:

Select Open this occurrence and click OK.

Select Open the series and click OK.

Step 3 Click the MeetingPlace tab.

Step 4 Modify the meeting details as desired.

Step 5 Click Save and Close.


Troubleshooting Tip

If you do not see the MeetingPlace tab, then make sure that you are logged in to Microsoft Outlook with the same username that was used to log in to Microsoft Windows.


Note If you are using Microsoft Outlook 2003 and need to cancel a recurring meeting with a large number of occurrences and a large number of invitees (for example, 100 occurrences and 200 invitees), then make sure that Cached Exchange Mode is disabled before you cancel the meeting. Failure to do so may cause the meeting to continue to appear in the calendars of invitees, even after the meeting was canceled in Cisco Unified MeetingPlace. See Disabling Cached Exchange Mode for instructions.


How to Use Microsoft Outlook to Join a Meeting

You can join a Cisco Unified MeetingPlace or Cisco WebEx meeting from Microsoft Outlook or from the meeting notification.

Joining a Cisco Unified MeetingPlace Meeting

Joining a Cisco WebEx Meeting

Joining a Cisco Unified MeetingPlace Meeting

Restriction

You can only use this procedure to attend meetings scheduled with Microsoft Outlook that use Cisco Unified MeetingPlace resources.

Prerequisite

You must have accepted the meeting before trying to join.

Before You Begin

Install the Microsoft Outlook plug-in.

Log in to Microsoft Outlook.

Click Calendar.

Procedure


Step 1 Double-click the entry for the meeting that you want to attend.

Step 2 If you are attending a recurring meeting, select Open this occurrence and click OK.


Tip To join a meeting from the meeting notification e-mail, instead of doing steps 1 and 2, open the e-mail message.


Step 3 Click the click-to-attend link.

Step 4 Enter your user name and password, if prompted, and click OK. You can also join as a guest.

Step 5 Select Join the web conference to join the web portion of the meeting.

Step 6 Do the following to 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 option unchecked, you can call the dial-in number supplied, or have Cisco Unified MeetingPlace call you after you enter the web meeting.


Step 7 Click Connect.

Step 8 Answer the telephone.

Step 9 Record your name if prompted.


Troubleshooting Tips

If you see security warnings requesting permission to install and run Cisco Unified MeetingPlace components, click Yes to all.

When you join a Cisco Unified MeetingPlace meeting, your web browser opens and brings you to the Cisco Unified MeetingPlace login page, or to the meeting room if you have previously clicked Remember Me on the login page.

If you join a Cisco Unified MeetingPlace meeting early, you might have to wait in a waiting room until the meeting scheduler arrives.

Joining a Cisco WebEx Meeting

Before You Begin

Install the Microsoft Outlook plug-in.

Log in to Microsoft Outlook.

Click Calendar.

Procedure


Step 1 Double-click the entry for the meeting that you want to attend.

Step 2 If you are attending a recurring meeting, select Open this occurrence and click OK.


Tip To join a meeting from the meeting notification e-mail, instead of doing steps 1 and 2, open the e-mail message.


Step 3 Sign in if necessary.

Step 4 Click Connect.

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 telephone number.

Click OK.

Step 6 Answer the telephone.

Step 7 Follow the prompts to record your name.


Note You must record your name each time you join a Cisco WebEx meeting, even if you are a profiled user in Cisco Unified MeetingPlace and you have already recorded your name.



Troubleshooting Tips

When you join a Cisco WebEx meeting, your web browser opens and displays the Cisco WebEx meeting room. You might see multiple browser windows and status messages when you join a Cisco WebEx meeting. Depending on meeting parameters, you might be prompted to enter a meeting password.

If you join a Cisco WebEx meeting early, you see the Cisco WebEx meeting room and your browser displays a message that the host has not started the meeting.

Associating or Disassociating a Previously Scheduled Meeting

You can associate Cisco Unified MeetingPlace with any meeting that is scheduled with Microsoft Outlook, even if you originally did not schedule the meeting to use Cisco Unified MeetingPlace resources.

If you no longer require Cisco Unified MeetingPlace resources for a meeting you have scheduled with Microsoft Outlook, you can disassociate Cisco Unified MeetingPlace from that meeting. The meeting becomes a Microsoft Outlook-only meeting.

Before You Begin

Install the Microsoft Outlook plug-in.

Log in to Microsoft Outlook.

Click Calendar.

Procedure


Step 1 Double-click the entry for the meeting that you want to associate or disassociate.

Step 2 Do one of the following if the meeting is a recurring meeting:

Select Open this occurrence and click OK.

Select Open the series and click OK.

Step 3 Click the MeetingPlace tab.

Step 4 Do one of the following:

Choose Yes, create a new meeting if you are associating a meeting.

Choose No if you are disassociating a meeting.

Step 5 Click Send.

Invitees receive an updated meeting notification.


Saving Meeting Notifications in your E-Mail Inbox

When you schedule a Cisco Unified MeetingPlace meeting using Microsoft Outlook, the system sends a meeting notification to all invitees in the default language of the person who scheduled the meeting. Invitees can accept or decline the meeting invitation. If they accept the invitation, the meeting details are added to their Microsoft Outlook calendar.

The Cisco Unified MeetingPlace system also sends meeting notifications whenever you modify or delete a meeting.

By default, meeting notifications are deleted from your e-mail inbox after you accept or decline meetings. If you accept, the meeting information that was in the notification appears in your Microsoft Outlook calendar. You can use the following procedure to save meeting notifications in your e-mail inbox.

Before You Begin

Log in to Microsoft Outlook.

Procedure


Step 1 Click Tools > Options....

Step 2 Click the Preferences tab.

Step 3 Click E-mail Options....

Step 4 Click Advanced E-mail Options....

Step 5 Uncheck Delete meeting request from Inbox when responding.

Step 6 Click OK three times.


Working Offline in Microsoft Outlook

You can schedule Cisco Unified MeetingPlace meetings from Microsoft Outlook while you are working offline. However, you must be connected to the company network and have Microsoft Outlook set up for offline access. To set Microsoft Outlook to work offline, see the Microsoft Outlook documentation.

When you schedule a meeting while you are working offline, the meeting notification remains in your outbox until you reconnect to your Microsoft Exchange server. After you reconnect, the system sends the notifications to the people you have invited.

Disabling Cached Exchange Mode

Procedure


Step 1 Sign in to Microsoft Outlook.

Step 2 Select Tools > E-mail Accounts.

Step 3 Select View or change existing e-mail accounts.

Step 4 Select Next.

Step 5 Select the Microsoft Exchange Server and select Change.

Step 6 Find the Use Cached Exchange Mode check box.

a. If unchecked, then you may simply cancel your meeting. This restriction does not apply to you.

b. If checked, then proceed to the next step.

Step 7 Uncheck Use Cached Exchange Mode.

Step 8 Select Next.

Step 9 Select OK.

Step 10 Select Finish.

Step 11 Exit and restart Microsoft Outlook.


What to Do Next

After you cancel the meeting, you may either continue in this mode, or complete Enabling Cached Exchange Mode to return to the previous setting.

Enabling Cached Exchange Mode

Procedure


Step 1 Sign in to Microsoft Outlook.

Step 2 Select Tools > E-mail Accounts.

Step 3 Select View or change existing e-mail accounts.

Step 4 Select Next.

Step 5 Select the Microsoft Exchange Server and select Change.

Step 6 Check the Use Cached Exchange Mode check box.

Step 7 Select Next.

Step 8 Select OK.

Step 9 Select Finish.

Step 10 Exit and restart Microsoft Outlook.