User Guide for Microsoft Outlook Operating with Cisco Unified MeetingPlace Express Release 1.2
Scheduling Meetings
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Scheduling Meetings

Table Of Contents

Scheduling Meetings

Scheduling a Future Meeting

Scheduling a Reservationless Meeting

Modifying a Meeting

Associating or Disassociating a Previously Scheduled Meeting

About Meeting Notifications

Saving Meeting Notifications in your E-Mail Inbox


Scheduling Meetings


Topics in this section include:

Scheduling a Future Meeting

Scheduling a Reservationless Meeting

Modifying a Meeting

Associating or Disassociating a Previously Scheduled Meeting

About Meeting Notifications

Scheduling a Future Meeting

Before You Begin

You must have the plug-in installed on your system.

Restrictions

You cannot schedule meetings more than two years in advance; your system administrator sets the exact limit for your system.

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

Procedure


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

Step 2 Click the MeetingPlace tab.

Step 3 Enter your Cisco Unified MeetingPlace Express username and password. Click Log In.

Step 4 Check 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 To set additional settings, 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.

Step 7 To invite attendees, click the Scheduling tab, then enter attendee names in the All Attendees column.

Step 8 To schedule a recurring meeting, click the Recurrence... button.


Note You cannot use the No end date option under Range of recurrence because the Cisco Unified MeetingPlace Express 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 9 To include a message, click the Appointment tab.

Step 10 When you are finished, click Send.


The system schedules the meeting, sends meeting notifications to the invitees, and automatically populates your Microsoft Outlook calendar with the meeting details. As with all meetings scheduled with Microsoft Outlook, the system sends you a reply whenever an invitee accepts or declines the meeting.

Troubleshooting

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), you must clear the cookies in Microsoft Internet Explorer. Otherwise, you will always remain logged in with the username and password that you originally logged in with.

Scheduling a Reservationless Meeting

You can also use Microsoft Outlook to schedule reservationless Cisco Unified MeetingPlace Express 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 ID of the scheduler.

Before You Begin

You must have the plug-in installed on your system.

Procedure


Step 1 Follow the steps in the "Scheduling a Future Meeting" section.

Step 2 Check Yes, use my Reservationless meeting.

Step 3 Enter a subject for the meeting. You cannot enter values in any other field.

Step 4 Set the time and date of the meeting to right now.


The system schedules the meeting and automatically populates your Microsoft Outlook calendar with the meeting details.

Modifying a Meeting

You can modify parameters for all your meetings by following this procedure.

Restrictions

You cannot change a standard scheduled Cisco Unified MeetingPlace Express meeting to a reservationless meeting.

You cannot change a reservationless meeting to a standard scheduled Cisco Unified MeetingPlace Express meeting.

Procedure


Step 1 Find the meeting that you want to modify.

Step 2 In your Microsoft Outlook calendar, double-click the meeting entry.

Step 3 If you are modifying a recurring meeting, choose one of the following, then click OK:

Open this occurrence.

Open the series.

Step 4 Click the MeetingPlace tab.

Step 5 Modify meeting details as desired.

Step 6 Click Save and Close to save your changes and to send updated notifications to meeting invitees.


Note If you schedule a meeting using Microsoft Outlook and then modify or delete the meeting using the End-User Interface (and not Microsoft Outlook) the system does not send out an updated notification to the invitees. However, if you schedule a meeting using Microsoft Outlook and then modify or delete the meeting using Microsoft Outlook, the system does send out an updated notification.



Associating or Disassociating a Previously Scheduled Meeting

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

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

Procedure


Step 1 Find the meeting that you want to associate or disassociate.

Step 2 In your Microsoft Outlook calendar, double-click the meeting entry.

Step 3 If you are associating or disassociating a recurring meeting, choose one of the following, then click OK:

Open this occurrence.

Open the series.

Step 4 Click the MeetingPlace tab.

Step 5 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 6 Click Save and Close to save your changes and to send updated notifications to meeting invitees.


About Meeting Notifications

When you schedule a Cisco Unified MeetingPlace Express 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 Express system also sends meeting notifications whenever you modify or delete a meeting.

Saving Meeting Notifications in your E-Mail Inbox

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.

Procedure


Step 1 In Microsoft Outlook, choose Tools > Options.

Step 2 Click the Preferences tab and then click E-mail Options.

Step 3 Click Advanced E-mail Options.

Step 4 Uncheck the Delete Meeting Request from Inbox When Responding check box.

Step 5 Click OK three times to return to Microsoft Outlook.