User Guide for Cisco Unified MeetingPlace for Outlook (MeetingPlace Scheduling)
Scheduling Cisco Unified MeetingPlace Meetings from Microsoft Outlook
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Scheduling Cisco Unified MeetingPlace Meetings from Microsoft Outlook

Scheduling Cisco Unified MeetingPlace Meetings from Microsoft Outlook

Restrictions for Scheduling or Modifying Cisco Unified MeetingPlace Meetings from Microsoft Outlook

  • You cannot schedule meetings with more than 200 occurrences. Also, recurring meetings cannot be scheduled if any of the occurrences are for a later date than is allowed by the system. Your system administrator sets the system limit on how far in advance users can schedule meetings.
  • You can invite as many people as is allowed by Microsoft Outlook, but note that only the first 200 invitees will be registered with the Cisco Unified MeetingPlace system. This means the following:
    • If you view the meeting information from the Cisco Unified MeetingPlace web user portal, the Invitees page will list only the first 200 invitees.
    • Do not set “who can attend” the meeting to invited profile users. If you do so, then only the 200 registered invitees will be able to join your meeting.
    • Any other features that require users to be invited to a meeting, such as the auto-attend feature, will not work as expected.
  • 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. If you instead use the Propose New Time feature in Microsoft Outlook, the Cisco Unified MeetingPlace meeting will not be associated with the new time.
  • You must use the Cisco Unified MeetingPlace for Microsoft Outlook application to modify any meetings you schedule from Microsoft Outlook. If you use another application, such as the Microsoft Outlook Web application, to modify a Cisco Unified MeetingPlace meeting, the update will not be reflected in Cisco Unified MeetingPlace.
  • It is not supported to copy/paste or cut/paste a meeting invitation to create a new meeting in your Outlook calendar. Such actions result in the original meeting being rescheduled, rather than a new meeting being created. Schedule a new meeting according to the scheduling procedure provided in this guide instead.
Related Tasks

About Scheduling a Cisco Unified MeetingPlace Meeting

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

  • Schedules the meeting.
  • Sends meeting notifications to the invitees with a link to join the web conference.

    Note


    Microsoft Outlook calendar notifications display as plain-text only.


  • Automatically populates your Microsoft Outlook calendar with the meeting details.
  • Sets all profile invitees to be alternate hosts for your meeting.
  • Sends you a reply whenever an invitee accepts or declines the meeting.

Follow the procedure for your version of the Microsoft Outlook plug-in:

Scheduling a Cisco Unified MeetingPlace Meeting with the Microsoft Outlook 2013, 2010, or 2007 Plug-ins

Before You Begin
  • Read the restrictions for scheduling or modifying MeetingPlace meetings from Outlook.
  • By default, you cannot schedule meetings more than two years in advance; however, your system administrator sets the exact limit for your system.
  • 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.
  • Install the Microsoft Outlook plug-in.
  • Sign in to Microsoft Outlook.
  • Select Calendar.
Procedure
    Step 1   Depending on your version of the Microsoft Outlook plug-in, do one of the following:
    • In the Outlook 2013 plug-in or Outlook 2010 plug-in: Click the down arrow on the Cisco MeetingPlace button and select Schedule a MeetingPlace Meeting.
      Note   

      In Outlook 2013 or 2010, you can select the Cisco icon in the Quick Access Toolbar to open the Outlook Appointment window. See "Adding the Cisco Unified MeetingPlace Icon to the Microsoft Outlook 2013 or 2010 Quick Access Toolbar."

    • 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 2   Select the Cisco MeetingPlace icon to open the Cisco Unified MeetingPlace scheduling form.
    Step 3   Select Yes, create a new meeting.
    Step 4   Enter the meeting details.
    Note   

    If you do not enter a meeting ID, the system generates one automatically. (Depending on your system setup, you may not be able to enter a meeting ID.)

    Step 5   (Optional)Select 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.
    Step 6   Select the Appointment tab.
    1. 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.

    2. Select the start date and time and the end date and time.
    3. Include a message, if desired.
      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 7   Select 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 8   Select Send.

    Troubleshooting Tips

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

    Scheduling a Cisco Unified MeetingPlace Meeting with the Microsoft Outlook 2003 Plug-in

    Before You Begin
    • Read the restrictions for scheduling or modifying MeetingPlace meetings from Outlook.
    • By default, you cannot schedule meetings more than two years in advance; however, your system administrator sets the exact limit for your system.
    • 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.
    • Install the Microsoft Outlook plug-in.
    • Sign in to Microsoft Outlook.
    • Select Calendar.
    Procedure
      Step 1   Double-click on any time.
      Step 2   Select the MeetingPlace tab.

      If prompted, sign 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.
      Note   

      If you do not enter a meeting ID, the system generates one automatically. (Depending on your system setup, you may not be able to enter a meeting ID.)

      Step 5   (Optional)Select 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.
      Step 6   Select 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 7   Select the Appointment tab.
      1. Select Invite Attendees.
      2. 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.

      3. Include a message, if desired.
        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 8   Select Send.

      Troubleshooting Tips

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

      About Scheduling a Reservationless Meeting

      A reservationless meeting is a meeting with a preconfigured meeting ID and set parameters. You can schedule a reservationless meeting whenever you need one by selecting the reservationless meeting option.


      Note


      You cannot modify a reservationless meeting from the web user portal. If your meeting may require alternate hosts, schedule a new meeting, rather than a reservationless meeting.


      Follow the procedure for your version of the Microsoft Outlook plug-in:

      Scheduling a Reservationless Meeting with the Microsoft Outlook 2013, 2010, or 2007 Plug-ins

      Before You Begin
      • Install the Microsoft Outlook plug-in.
      • Sign in to Microsoft Outlook.
      • Select Calendar.
      Procedure
        Step 1   Depending on your version of the Microsoft Outlook plug-in, do one of the following:
        • In the Outlook 2013 plug-in or Outlook 2010 plug-in: Click the down arrow on the Cisco MeetingPlace button and select Schedule a MeetingPlace Meeting.
          Note   

          In Outlook 2013 or 2010, you can select the Cisco icon in the Quick Access Toolbar to open the Outlook Appointment window. See "Adding the Cisco Unified MeetingPlace Icon to the Microsoft Outlook 2013 or 2010 Quick Access Toolbar."

        • 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 2   Select the Cisco MeetingPlace icon to open the Cisco Unified MeetingPlace scheduling form.
        Step 3   Select Yes, use my reservationless ID.
        Step 4   Enter a subject for the meeting.

        All other parameters are preconfigured and do not allow you to enter values.

        Step 5   Select the Appointment tab.
        1. To invite users and video terminals, enter their email addresses in the To... field in the Outlook appointment.
        2. Select the start date and time and the end date and time.
        3. Include a message, if desired.
        Step 6   Select Send.

        Scheduling a Reservationless Meeting with the Microsoft Outlook 2003 Plug-in

        Before You Begin
        • Install the Microsoft Outlook plug-in
        • Sign in to Microsoft Outlook.
        • Select Calendar.
        Procedure
          Step 1   Double-click on any time.
          Tip   

          To start the meeting immediately, double-click on the current time.

          Step 2   Select the MeetingPlace tab.

          f prompted, sign 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.

          All other parameters are preconfigured and do not allow you to enter values.

          Step 5   Select the Appointment tab.
          1. Select Invite Attendees.
          2. To invite users and video terminals, enter their email addresses in the To... field in the Outlook appointment.
          3. Include a message, if desired.
          Step 6   Select Send.

          About Scheduling Meetings on Behalf of Other Users

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


          Note


          • Microsoft 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 web interface only.
          • A Microsoft Outlook delegate may schedule meetings for multiple delegators.
          • A Microsoft Outlook delegator may have multiple delegates.

          To use delegation with Microsoft Outlook, the delegator must first define a delegate.

          • To add delegates with Microsoft Outlook 2013 or 2010 select File > Account Settings > Delegate Access.
          • To add delegates with Microsoft Outlook 2007 and 2003, use the Tools menu.

          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 ID of the user on whose behalf you schedule the meeting must be the same as the user ID in their email 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 ID 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. You cannot modify a reservationless meeting from the web user portal.
          • Meetings that you set up will appear in the calendar in the language that you are configured to use.

          Setting Up Delegation in Cisco Unified MeetingPlace for Outlook

          Before You Begin
          • You and the user you plan on making your delegate must both have Cisco Unified MeetingPlace profiles.
          • The user you plan on making your delegate must have the Delegate user type on the Cisco Unified MeetingPlace system. Contact your system administrator to confirm that this is the case.
          • You must have already designated your delegate on the Account Basics page of the Cisco Unified MeetingPlace web user portal.
          Procedure
            Step 1   Do one of the following:
            • For Outlook 2013 and 2010, select File > Account Settings > Delegate Access.
            • For Outlook 2007 and 2003, select Tools > Options > Delegates.
            Step 2   Select Add.
            Step 3   Type the user ID of the user you want to establish as your delegate or choose their name from the list.
            Step 4   Select Add.
            Step 5   Select OK to close the Add Users window.

            The Delegate Permissions window displays.

            Step 6   For Calendar, choose Editor (can read, create, and modify items) then select OK.
            Step 7   Select OK to close the Options window.