User Guide for Cisco Unified Videoconferencing Manager Release 5.5 - Scheduling Meetings via Resource Manager Outlook Client [Cisco Unified Videoconferencing Manager]

Table Of Contents

Scheduling Meetings via Resource Manager Outlook Client

Restrictions for Resource Manager Outlook Client

How to Schedule Meetings with the Resource Manager Outlook Client

Accessing the Resource Manager Outlook Client from within Outlook

Defining Meeting Resources in the Resource Manager Outlook Client

Responding to a Meeting Invitation

How to Troubleshoot the Resource Manager Outlook Client

Troubleshooting the Resource Manager Outlook Client under Outlook 2003 and XP

Troubleshooting the Resource Manager Outlook Client under Outlook 2003 SP3 and 2007

Restarting Outlook

Scheduling Meetings via Resource Manager Outlook Client

The Resource Manager Outlook Client for Cisco Unified Videoconferencing Manager is a separately installed plug-in that allows users to schedule a meeting via the Microsoft Outlook appointment form interface rather than in the Resource Manager web interface.

•Restrictions for Resource Manager Outlook Client

•How to Schedule Meetings with the Resource Manager Outlook Client

•Responding to a Meeting Invitation

•How to Troubleshoot the Resource Manager Outlook Client

•Restarting Outlook

Restrictions for Resource Manager Outlook Client

•A meeting scheduled in Microsoft Outlook can only be modified in the Microsoft Outlook interface.

•Once a meeting is scheduled, you cannot modify its recurrence pattern. To modify the recurrence pattern, delete the recurring meeting, and then schedule a new recurring meeting. Modification of the recurrence pattern includes changing parameters of the recurrence:

•Interval (weekly, monthly, or yearly)

•Number of recurrences

•Start and/or end date

How to Schedule Meetings with the Resource Manager Outlook Client

•Accessing the Resource Manager Outlook Client from within Outlook

•Defining Meeting Resources in the Resource Manager Outlook Client

Accessing the Resource Manager Outlook Client from within Outlook

Procedure

Step 1 Open the calendar in Microsoft Outlook.

Step 2 Click the icon in the Microsoft Outlook Calendar toolbar or schedule a meeting as you usually would in Microsoft Outlook, to open a new appointment.

Step 3 Click New to open a new meeting, if the add-on appointment form is configured as the default form

-or-

Step 4 Click the product icon in the Microsoft Outlook Calendar toolbar, if the add-on appointment form is not configured as the default form.

The Appointment form contains the following tabs:

•Appointment—Same as the default Appointment tab in Microsoft Outlook. Text entered in the Appointment tab is displayed in the Description field of the meeting notification e-mail.

•Rich Media—Enables scheduling of an audio or video meeting.

•Scheduling—Same as the default Scheduling tab in Microsoft Outlook.

Defining Meeting Resources in the Resource Manager Outlook Client

After inviting meeting participants on the Appointment tab, you can specify audio and/or video meeting resources on the Rich Media tab for the meeting you are scheduling.

Procedure

Step 1 Select This is an online rich media meeting to activate the Rich Media tab.

Step 2 Select a meeting type for the meeting.

Step 3 A meeting ID is automatically generated.

You can overwrite the default meeting ID.

Step 4 Type the Moderator PIN and Conference PIN if they exist. Only numbers are accepted.

If the Moderator PIN is provided by the meeting scheduler, the meeting scheduler can optionally turn on waiting room functionality by checking Place participants in a "waiting room" until the moderator joins the meeting.

Before the host joins, all connected participants are put into waiting room mode where they cannot hear or see each other. You can unlock the waiting room by taking control of the In-meeting Control interface after entering the moderator PIN and clicking Unlock waiting room.

Step 5 Select the Default Streaming Mode value if it is displayed.

These are the same fields as at User > Meeting Scheduling > Basic.

Step 6 A list of meeting attendees and their associated terminals are displayed in the Attendees table. These attendees are the people that you invited on the Appointment tab.

Step 7 Click the link in the Terminal column to customize the terminal associated with each attendee.

Step 8 Check the check box under the PSTN/ISDN column select to use a dual type terminal as a PSTN/ISDN endpoint.

Step 9 Check the check box under the Dial In column to specify whether a terminal should dial into the meeting.

Step 10 Specify the required number of reserved ports in the Reserved additional ports field.

You can also define the bandwidth for these reserved ports.

Step 11 Click Send to schedule a new meeting, or click Send Update to modify an existing meeting.

If network resources and required resources are available, the meeting is automatically scheduled and a notification is sent to all participants, along with a request for a response to the meeting invitation.

If network or other required resources are not available, an unable-to-schedule message appears, along with a reason for the scheduling failure. E-mail notifications are not sent to meeting invitees.

Responding to a Meeting Invitation

Every invitee to an appointment created with the Resource Manager Outlook Client should receive an e-mail notification that lists meeting details, invited participants, and a request for confirmation of participation.

Responding to a meeting invitation updates the meeting information in Resource Manager.

Procedure

Step 1 Either click a meeting name under My Meetings > Upcoming to open the Meeting Details window, then click Accept, Tentative, or Decline,

-or-

Step 2 In the e-mail notification, click Accept, Tentative, or Decline.

If a user does not respond to a meeting invitation sent from Resource Manager Outlook Client, a red flag appears in User > My Meetings > Upcoming Meetings for that specific user.

The server is not updated and the terminal is not called at the time of the meeting.

If the user responds, the flag does not appear.

Invitees who decline an invitation are no longer part of the meeting.

How to Troubleshoot the Resource Manager Outlook Client

If the Rich Media tab does not appear when making a new appointment, or the Cisco Unified Videoconferencing Manager tab does not appear under Tools > Options, perform the following steps:

•Troubleshooting the Resource Manager Outlook Client under Outlook 2003 and XP

•Troubleshooting the Resource Manager Outlook Client under Outlook 2003 SP3 and 2007

Troubleshooting the Resource Manager Outlook Client under Outlook 2003 and XP

Procedure

Step 1 In the Microsoft Outlook user interface, go to Tools > Options > Other.

Step 2 Click Advanced Options.

Step 3 In the Advanced Options windows, click COM Add-Ins.

Step 4 If there is an entry named Resource Manager Outlook Integration, remove it first.

Step 5 Click Add.

Step 6 Select the VCSOutInt.dll file under the default Resource Manager Outlook Client installation directory.

The default installation directory for the Resource Manager Outlook Client is C:\Program Files\Cisco\iCM Outlook AddonCUVCM RM Outlook AddonAeDS Outlook Addon.

Step 7 Restart Microsoft Outlook.

Troubleshooting the Resource Manager Outlook Client under Outlook 2003 SP3 and 2007

Procedure

Step 1 In the Microsoft Outlook user interface, go to Help > Disabled Items.

Step 2 If there is an entry named Resource Manager Outlook Client, select it.

Step 3 Click Enable

Step 4 Restart Microsoft Outlook.

Restarting Outlook

Any fresh installation of Resource Manager Outlook Client requires a restart of Outlook to take effect. Sometimes, closing Outlook does not necessarily shut off the Outlook process. To ensure that Outlook is indeed shut off, perform the following steps:

Procedure

Step 1 Open the Task Manager and look for the Outlook process.

Step 2 If the Outlook process is still running even though Outlook has been closed, manually terminate the Outlook process.

The next time you open Outlook, the Resource Manager Outlook Client appears.

	User Guide for Cisco Unified Videoconferencing Manager Release 5.5
	Scheduling Meetings via Resource Manager Outlook Client
User Guide for Cisco Unified Videoconferencing Manager Release 5.5 Introducing Resource Manager Scheduling Meetings in Resource Manager Managing Meetings in Resource Manager Moderating Meetings in Resource Manager Managing Your Resource Manager Address Book Managing Your Resource Manager User Profile Scheduling Meetings via Resource Manager Outlook Client Index	Download this chapter Scheduling Meetings via Resource Manager Outlook Client Download the complete book User Guide for Cisco Unified Videoconferencing Manager Release 5.5 (PDF - 600 KB) Table Of Contents Scheduling Meetings via Resource Manager Outlook Client Restrictions for Resource Manager Outlook Client How to Schedule Meetings with the Resource Manager Outlook Client Accessing the Resource Manager Outlook Client from within Outlook Defining Meeting Resources in the Resource Manager Outlook Client Responding to a Meeting Invitation How to Troubleshoot the Resource Manager Outlook Client Troubleshooting the Resource Manager Outlook Client under Outlook 2003 and XP Troubleshooting the Resource Manager Outlook Client under Outlook 2003 SP3 and 2007 Restarting Outlook Scheduling Meetings via Resource Manager Outlook Client The Resource Manager Outlook Client for Cisco Unified Videoconferencing Manager is a separately installed plug-in that allows users to schedule a meeting via the Microsoft Outlook appointment form interface rather than in the Resource Manager web interface. •Restrictions for Resource Manager Outlook Client •How to Schedule Meetings with the Resource Manager Outlook Client •Responding to a Meeting Invitation •How to Troubleshoot the Resource Manager Outlook Client •Restarting Outlook Restrictions for Resource Manager Outlook Client •A meeting scheduled in Microsoft Outlook can only be modified in the Microsoft Outlook interface. •Once a meeting is scheduled, you cannot modify its recurrence pattern. To modify the recurrence pattern, delete the recurring meeting, and then schedule a new recurring meeting. Modification of the recurrence pattern includes changing parameters of the recurrence: •Interval (weekly, monthly, or yearly) •Number of recurrences •Start and/or end date How to Schedule Meetings with the Resource Manager Outlook Client •Accessing the Resource Manager Outlook Client from within Outlook •Defining Meeting Resources in the Resource Manager Outlook Client Accessing the Resource Manager Outlook Client from within Outlook Procedure Step 1 Open the calendar in Microsoft Outlook. Step 2 Click the icon in the Microsoft Outlook Calendar toolbar or schedule a meeting as you usually would in Microsoft Outlook, to open a new appointment. Step 3 Click New to open a new meeting, if the add-on appointment form is configured as the default form -or- Step 4 Click the product icon in the Microsoft Outlook Calendar toolbar, if the add-on appointment form is not configured as the default form. The Appointment form contains the following tabs: •Appointment—Same as the default Appointment tab in Microsoft Outlook. Text entered in the Appointment tab is displayed in the Description field of the meeting notification e-mail. •Rich Media—Enables scheduling of an audio or video meeting. •Scheduling—Same as the default Scheduling tab in Microsoft Outlook. Defining Meeting Resources in the Resource Manager Outlook Client After inviting meeting participants on the Appointment tab, you can specify audio and/or video meeting resources on the Rich Media tab for the meeting you are scheduling. Procedure Step 1 Select This is an online rich media meeting to activate the Rich Media tab. Step 2 Select a meeting type for the meeting. Step 3 A meeting ID is automatically generated. You can overwrite the default meeting ID. Step 4 Type the Moderator PIN and Conference PIN if they exist. Only numbers are accepted. If the Moderator PIN is provided by the meeting scheduler, the meeting scheduler can optionally turn on waiting room functionality by checking Place participants in a "waiting room" until the moderator joins the meeting. Before the host joins, all connected participants are put into waiting room mode where they cannot hear or see each other. You can unlock the waiting room by taking control of the In-meeting Control interface after entering the moderator PIN and clicking Unlock waiting room. Step 5 Select the Default Streaming Mode value if it is displayed. These are the same fields as at User > Meeting Scheduling > Basic. Step 6 A list of meeting attendees and their associated terminals are displayed in the Attendees table. These attendees are the people that you invited on the Appointment tab. Step 7 Click the link in the Terminal column to customize the terminal associated with each attendee. Step 8 Check the check box under the PSTN/ISDN column select to use a dual type terminal as a PSTN/ISDN endpoint. Step 9 Check the check box under the Dial In column to specify whether a terminal should dial into the meeting. Step 10 Specify the required number of reserved ports in the Reserved additional ports field. You can also define the bandwidth for these reserved ports. Step 11 Click Send to schedule a new meeting, or click Send Update to modify an existing meeting. If network resources and required resources are available, the meeting is automatically scheduled and a notification is sent to all participants, along with a request for a response to the meeting invitation. If network or other required resources are not available, an unable-to-schedule message appears, along with a reason for the scheduling failure. E-mail notifications are not sent to meeting invitees. Responding to a Meeting Invitation Every invitee to an appointment created with the Resource Manager Outlook Client should receive an e-mail notification that lists meeting details, invited participants, and a request for confirmation of participation. Responding to a meeting invitation updates the meeting information in Resource Manager. Procedure Step 1 Either click a meeting name under My Meetings > Upcoming to open the Meeting Details window, then click Accept, Tentative, or Decline, -or- Step 2 In the e-mail notification, click Accept, Tentative, or Decline. If a user does not respond to a meeting invitation sent from Resource Manager Outlook Client, a red flag appears in User > My Meetings > Upcoming Meetings for that specific user. The server is not updated and the terminal is not called at the time of the meeting. If the user responds, the flag does not appear. Invitees who decline an invitation are no longer part of the meeting. How to Troubleshoot the Resource Manager Outlook Client If the Rich Media tab does not appear when making a new appointment, or the Cisco Unified Videoconferencing Manager tab does not appear under Tools > Options, perform the following steps: •Troubleshooting the Resource Manager Outlook Client under Outlook 2003 and XP •Troubleshooting the Resource Manager Outlook Client under Outlook 2003 SP3 and 2007 Troubleshooting the Resource Manager Outlook Client under Outlook 2003 and XP Procedure Step 1 In the Microsoft Outlook user interface, go to Tools > Options > Other. Step 2 Click Advanced Options. Step 3 In the Advanced Options windows, click COM Add-Ins. Step 4 If there is an entry named Resource Manager Outlook Integration, remove it first. Step 5 Click Add. Step 6 Select the VCSOutInt.dll file under the default Resource Manager Outlook Client installation directory. The default installation directory for the Resource Manager Outlook Client is C:\Program Files\Cisco\iCM Outlook AddonCUVCM RM Outlook AddonAeDS Outlook Addon. Step 7 Restart Microsoft Outlook. Troubleshooting the Resource Manager Outlook Client under Outlook 2003 SP3 and 2007 Procedure Step 1 In the Microsoft Outlook user interface, go to Help > Disabled Items. Step 2 If there is an entry named Resource Manager Outlook Client, select it. Step 3 Click Enable Step 4 Restart Microsoft Outlook. Restarting Outlook Any fresh installation of Resource Manager Outlook Client requires a restart of Outlook to take effect. Sometimes, closing Outlook does not necessarily shut off the Outlook process. To ensure that Outlook is indeed shut off, perform the following steps: Procedure Step 1 Open the Task Manager and look for the Outlook process. Step 2 If the Outlook process is still running even though Outlook has been closed, manually terminate the Outlook process. The next time you open Outlook, the Resource Manager Outlook Client appears.
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