User Guide for Cisco Unified MeetingPlace for Outlook Release 8.5.2 (MeetingPlace Scheduling)
Modifying Cisco Unified MeetingPlace Meetings from Microsoft Outlook
Downloads: This chapterpdf (PDF - 369.0KB) The complete bookPDF (PDF - 887.0KB) | Feedback

Modifying Cisco Unified MeetingPlace Meetings from Microsoft Outlook

Modifying Cisco Unified MeetingPlace Meetings from Microsoft Outlook

Rescheduling a Meeting

Before You Begin
  • Read the restrictions for scheduling or modifying MeetingPlace meetings with Outlook.
  • By default, you can only schedule meetings to begin less than 10 minutes in the past; however, your system administrator sets the exact limit for your system..
  • Values set on the Microsoft Outlook scheduling form supersede any values set in the Cisco Unified MeetingPlace administration web interface.
  • You can also drag a meeting entry to a new date and time in your Outlook calendar to reschedule it.

Note


  • If you originally scheduled a meeting from Microsoft Outlook, we recommend that you continue to use Microsoft Outlook to make any changes to the meeting. If you modify or delete the meeting using an interface other than Microsoft Outlook, the system will not send out an updated notification to your invitees. Also, if you choose to modify the meeting through the web user portal you will only be allowed to modify a restricted set of meeting parameters unless you have System administrator or Attendant privileges.
  • Changing the start time or duration for an entire recurring meeting series removes any changes you made to individual instances. For example, if you changed one instance of a recurring meeting series to start at 10 a.m. rather than 9 a.m. then changed the duration of the entire series to 1.5 hours from 1 hour, the meeting that had been moved to start at 10 a.m. is moved back to start at 9 a.m. and will last 1.5 hours long.

Procedure
    Step 1   Sign in to Microsoft Outlook and select Calendar.
    Step 2   Double-click the meeting entry in your Outlook calendar.
    Step 3   If this is a recurring meeting, choose to open this occurrence or the series.
    Step 4   Modify the meeting settings, such as the meeting date, time, or recurrence.

    To modify settings for your web meeting, select the MeetingPlace tab and make your changes.

    Step 5   Select Send Update.

    Troubleshooting Tips

    If you see a Conflict Message window prompting you to choose between two conflicting meeting records, choose to retain one so that the system can delete the other. Maintaining two meeting records may cause future issues.

    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.
    • Sign in to Microsoft Outlook.
    • Select Calendar.
    Procedure
      Step 1   Double-click the entry for the meeting that you want to associate or disassociate.
      Step 2   Select to open this occurrence or the entire series, then select OK.
      Step 3   Select the MeetingPlace tab.
      Step 4   Do one of the following:
      • Select Yes, create a new meeting if you are associating a meeting.
      • Select No if you are disassociating a meeting.
      Step 5   Select the Appointment tab and then select Send Update.

      Invitees receive an updated meeting notification.


      Canceling a Meeting

      Before You Begin

      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.

      Procedure
        Step 1   Double-click the meeting entry in your Outlook calendar.
        Step 2   If this is a recurring meeting, choose to open this occurrence or the entire series.
        Step 3   Select the X (Cancel Meeting) button.
        Step 4   Select Send Cancellation .