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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 7.0 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 7.0 Meeting from Microsoft Outlook


Revised: March 10, 2010 5:12 pm

1 About the Microsoft Outlook with Cisco Unified MeetingPlace Integration

Cisco Unified MeetingPlace Release 7.0 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.

Step 2 Double-click the meeting entry.

Step 3 Click Open This Occurrence if the invitation is for a series of recurring meeting.

Step 4 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.

Enter your username in the User ID field, if prompted.

Enter your password in the Password field, if prompted.

You can also attend as a guest.

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

Step 6 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 7 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


Step 1 Open your Microsoft Outlook calendar.

Step 2 Select a date.

Step 3 Double-click the time you want your meeting to start.

The scheduling page opens.

Step 4 Click the MeetingPlace tab.

Step 5 Enter your username in the User ID field, if prompted.

Step 6 Enter your password in the Password field, if prompted.

Step 7 Click Log In.

Step 8 Click Yes, create a new meeting.

Step 9 Enter the meeting details.

Step 10 Choose a Web Conference provider:

MeetingPlace

Cisco WebEx

Step 11 Choose a meeting template for Cisco Unified MeetingPlace.

Collaborative

Presentation

Webinar


Note Cisco WebEx uses the Meeting Center template by default.


Step 12 Click More Options for additional meeting settings such as Language, Who can attend, and so on.

Step 13 Click the Scheduling tab.

Step 14 Click Add Others > Add from Address Book to select attendees from your Microsoft Outlook email list.

Step 15 Click Appointment.

Step 16 Enter a message or a location for your meeting, or change standard Microsoft Outlook appointment settings.


Note Do not enter the word MeetingPlace as part of your location. The system is designed to overwrite whatever you enter as part of the location field if you do. Use of the word MeetingPlace is case-sensitive.


Step 17 Click Send.

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


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


Step 1 Open your Microsoft Outlook calendar.

Step 2 Click the MeetingPlace tab.

Step 3 Enter your Cisco Unified MeetingPlace username and password, if prompted.

Step 4 Click Log In, if prompted.

Step 5 Click Yes, use my reservationless ID.

Step 6 Enter a subject for the meeting.

You cannot enter values in any other field.

Step 7 Click the Scheduling tab.

Step 8 Click Add Others > Add from Address Book to select attendees from your Microsoft Outlook e-mail list.

Step 9 Click Appointment.

Step 10 Verify the Start Time and End Time are set to start your meeting immediately.

Step 11 Enter an optional message or a location for your meeting.

Step 12 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.


5 Attending a Cisco WebEx Meeting

Procedure


Step 1 Open your Microsoft Outlook calendar.

Step 2 Double-click the meeting entry.

Step 3 Click Open This Occurrence if the invitation is to a recurring meeting series.

Step 4 Click the meeting link to join the meeting.

Step 5 Click Attend Meeting.

Step 6 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 7 Establish a voice connection to the meeting:

Enter your area code and phone number in the Number field if your browser automatically displays the Join Teleconference window after you connect to the Cisco WebEx meeting.

Click Communicate > Join Teleconference and enter your area code and telephone number in the Number field if the Join Teleconference window does not automatically display.

Step 8 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.