User Guide for Cisco Unified MeetingPlace Express Release 2.x
Inviting Participants to a Cisco Unified MeetingPlace Express Meeting
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Inviting Participants to a Cisco Unified MeetingPlace Express Meeting

Table Of Contents

Inviting Participants to a Cisco Unified MeetingPlace Express Meeting

How to Invite Participants During the Scheduling Process

Inviting Participants by Using the Directory

Inviting Attendees by Entering E-Mail Addresses

How to Invite Participants During a Meeting

Prerequisites for Inviting Participants During a Meeting

Inviting Participants by E-Mail from Inside the Web Meeting Room

Dialing Out to a Participant Who is Already in the Web Meeting Room

Dialing Out to a Participant Who is Not in the Web Meeting Room

Creating a List of Participants to Dial Later

Dialing Out to Several Participants Simultaneously


Inviting Participants to a Cisco Unified MeetingPlace Express Meeting


You can invite participants during the scheduling process or during a meeting. This section describes how to invite participants so that they receive e-mailed notifications with the meeting details.

How to Invite Participants During the Scheduling Process

How to Invite Participants During a Meeting

How to Invite Participants During the Scheduling Process

There are several ways for you to invite participants while scheduling a meeting. This section describes the most common methods.

Inviting Participants by Using the Directory

Inviting Attendees by Entering E-Mail Addresses

Inviting Participants by Using the Directory

The Cisco Unified MeetingPlace Express directory stores information about all profiled users in your organization. Inviting profiled users by using the directory offers the following advantages:

Participants who have joined the voice meeting can have the system call profiled invitees who have not yet joined to bring them into the meeting.

Profiled invitees can join the meeting automatically by using the Find Me feature, which is described in the "Specifying Your Preferred Method of Joining Meetings" section on page 15-4.

Before You Begin

Fill in your meeting parameters on the Schedule Meeting page.

Procedure


Step 1 Click Invitees.

Step 2 Locate the From Directory field.

Step 3 Enter the name of a person or a Cisco Unified MeetingPlace Express username; then, click the Search directory icon..

Any users in the directory whose name or username matches the criteria you entered will appear in the box below the From Directory field.

Step 4 Click the name of the person you want to invite from the resulting list.


Tip Shift-click or control-click the names to select multiple names. Mac users: use command-click when the instructions call for control-click.


Step 5 Click the right arrow button to move the selected name to the Invitees list.


Tip Click the e-mail address and click Remove to remove a name from the Invitees list.


Step 6 Repeat Step 3 to Step 5 to add more invitees.


What to Do Next

Continue scheduling your meeting. See the "Scheduling a Meeting" section on page 2-7 for instructions.

The scheduling process continues on the same page that you have been working with.

Inviting Attendees by Entering E-Mail Addresses

Before You Begin

Fill in your meeting parameters on the Schedule Meeting page.

Procedure


Step 1 Click Invitees.

Step 2 Enter a complete e-mail address for By Email.

Step 3 Click the arrow to the right of By Email.


Tip Click the e-mail address and click Remove to remove a name from the Invitees list.


Step 4 Repeat Steps Step 2 to Step 3 to add more invitees.


What to Do Next

Continue scheduling your meeting. See the "Scheduling a Meeting" section on page 2-7 for instructions. The scheduling process continues on the same page that you have been working with.

How to Invite Participants During a Meeting

After sending the initial meeting invitation, there are several ways for you to add more participants to your meeting.

Prerequisites for Inviting Participants During a Meeting

Inviting Participants by E-Mail from Inside the Web Meeting Room

Dialing Out to a Participant Who is Already in the Web Meeting Room

Dialing Out to a Participant Who is Not in the Web Meeting Room

Creating a List of Participants to Dial Later

Dialing Out to Several Participants Simultaneously

Prerequisites for Inviting Participants During a Meeting

Make sure you satisfy the following before attempting to invite participants during a meeting:

You must be a moderator.

You must be able to dial out.

You must already be in the web meeting room.

Inviting Participants by E-Mail from Inside the Web Meeting Room

Use this method to easily invite a new participant. All of the information that the invitee needs to attend is automatically included in the e-mail. You can add more information, such as an agenda, if you wish.

Before You Begin

Read the "Prerequisites for Inviting Participants During a Meeting" section.

Procedure


Step 1 Click Meeting > Invite Participants.

Step 2 Click Compose e-mail.

A new e-mail message opens with prepopulated information.

Step 3 Enter addressee information and modify the Subject field, if desired.

Step 4 Send your e-mail.

Step 5 Click Done to close the Invite window and return to the meeting.


Dialing Out to a Participant Who is Already in the Web Meeting Room

If a participant has joined the web meeting room but not the voice meeting, you can tell Cisco Unified MeetingPlace Express to call the participant and bring the participant into the voice or video meeting.

Before You Begin

Read the "Prerequisites for Inviting Participants During a Meeting" section.

Procedure


Step 1 Locate the Participant List pod.

Step 2 Click the name of the participant that you want to add to the voice meeting.

Step 3 Click the Voice/Video Meeting options button > Call Selected User.


Note If this is a video-enabled meeting and the phone number you enter is connected to a video endpoint, the person will enter the meeting via video.


Step 4 Either enter a new phone number or select one from the list of numbers associated with the participant, if available.

Enter the phone number the way you would dial it from your desk phone. For example, a 5-digit extension for an internal phone or a full 12-digit number including 9, 1, and area code for an outside call.

Step 5 Click Call.


Related Topics

For a quick list of commands you can initiate by telephone during a meeting, see the Telephone Commands for Cisco Unified MeetingPlace Express at: http://www.cisco.com/en/US/products/ps6533/products_user_guide_list.html.

Dialing Out to a Participant Who is Not in the Web Meeting Room

From inside the web meeting room of a meeting in progress, you can tell Cisco Unified MeetingPlace Express to dial out to someone who is not in the meeting and bring that person into the voice or video meeting.

Before You Begin

Read the "Prerequisites for Inviting Participants During a Meeting" section.

Procedure


Step 1 Locate the Participant List pod.

Step 2 Click the Voice/Video Meeting options button > Call New User.

Step 3 Enter the name and phone number of the person.

Enter the phone number the way you would dial it from your desk phone. For example, a 5-digit extension for an internal phone or a full 12-digit number including 9, 1, and area code for an outside call.

If this is a video-enabled meeting and the phone number you enter is connected to a video endpoint, the person will enter the meeting through video.

Step 4 Click Call Now to call the person immediately.


Related Topics

For a quick list of commands you can initiate by telephone during a meeting, see the Telephone Commands for Cisco Unified MeetingPlace Express at: http://www.cisco.com/en/US/products/ps6533/products_user_guide_list.html.

Creating a List of Participants to Dial Later

From inside the web meeting room of a meeting in progress, you can create a list of people to bring into the voice or video meeting. After you do this, you can tell the system at any time during the meeting to call those people.

Before You Begin

Read the "Prerequisites for Inviting Participants During a Meeting" section.

Procedure


Step 1 Locate the Participant List pod.

Step 2 Click the Voice/Video Meeting options button > Call New User.

Step 3 Enter the name and phone number of the person.


Note If this is a video-enabled meeting and the phone number you enter is connected to a video endpoint, the person will enter the meeting through video.


Step 4 Click Call Later.

The person is added to the participant list as an offline participant.


Related Topics

Removing Participants from the Web Meeting Room, page 7-6

What to Do Next

When you have added all of the people you want Cisco Unified MeetingPlace Express to call, follow the procedure in the "Dialing Out to Several Participants Simultaneously" section.

Dialing Out to Several Participants Simultaneously

From inside the web meeting room of a meeting in progress, you can tell Cisco Unified MeetingPlace Express to simultaneously call several people and bring them into the voice or video meeting.

Before You Begin

Read the "Prerequisites for Inviting Participants During a Meeting" section.

Create a list of participants to call. See the "Creating a List of Participants to Dial Later" section.

Procedure


Step 1 Locate the Participant List pod.

Step 2 Control-click the names of the participants that you want to add to the voice meeting.


Tip Mac users: use command-click when the instructions call for control-click.


Step 3 Click the Voice/Video Meeting options button > Call Selected User or Call New User depending on which option you see.