Cisco Unified Videoconferencing Manager Administrator Guide Release 5.0 - Resource Manager Client for Microsoft Outlook [Cisco Unified Videoconferencing Manager]

Table Of Contents

Resource Manager Client for Microsoft Outlook

System Requirements

Installing Resource Manager Client For Microsoft Outlook

Before You Begin

Installing the Resource Manager Client for Microsoft Outlook

Configuring Resource Manager Client for Microsoft Outlook Properties

Creating and Scheduling Audio and Video Meetings

Accessing the Appointment Form

Using the Appointment Tab

Creating an Ad Hoc Meeting

Using the Rich Media Tab

Granting Meeting-Control Privileges

Using the Advanced Section

Using the Scheduling Tab

Other Resource Manager Outlook Client Functionality

Notification of an Audio/Video Enabled Appointment

Responding to an Audio/Video Enabled Meeting

Modifying an Audio/Video Enabled Meeting

Restrictions to Non-supported Meeting modifications

Deleting a Single Audio/Video Enabled Meeting

Modifying or Deleting an Audio/Video Meeting-Instance in a Recurring Meeting

Resource Manager Client for Microsoft Outlook

The Resource Manager Client for Microsoft Outlook is a separately licensed add-on that allows users to schedule a meeting via the Microsoft Outlook appointment-form interface rather than in the Resource Manager web interface. This section details the Resource Manager Client for Microsoft Outlook installation and configuration. Topics in this section include:

•System Requirements

•Installing Resource Manager Client For Microsoft Outlook

•Configuring Resource Manager Client for Microsoft Outlook Properties

•Creating and Scheduling Audio and Video Meetings

•Using the Rich Media Tab

•Using the Scheduling Tab

•Other Resource Manager Outlook Client Functionality

System Requirements

The following are the system requirements for the use of Resource Manager Client for Microsoft Outlook

•One of the following supported Microsoft Outlook versions

–Microsoft Outlook 2000 (with Service Pack 3)

–Microsoft 2002 (Outlook XP)

–Microsoft Outlook 2003

Note For support for Microsoft Outlook 2000 running on Windows 2003, refer to Microsoft Knowledge Base number 217640.

•Microsoft Exchange 2000 Server or 2003 Server

•Dedicated e-mail account for receiving meeting messages including meeting accept and decline messages.

•Server running an installed version of Resource Manager

Installing Resource Manager Client For Microsoft Outlook

Resource Manager Client for Microsoft Outlook must be installed on each individual client computer.

Before You Begin

Before installing Resource Manager Client for Microsoft Outlook, perform the procedures that are relevant to the system you are using.

Procedure

Step 1 Make sure that you have an appropriate Resource Manager license that permits the use of Resource Manager Client for Microsoft Outlook.

Step 2 Shut down all application running on the computer, including Microsoft Outlook.

Step 3 If you are using Microsoft Outlook 2000, install Microsoft Office 2000 Service Pack 3.

The service pack updates Microsoft Outlook and enables Resource Manager Client for Microsoft Outlook to modify recurring meetings.

Step 4 In Resource Manager, in User > My Profile, on the My Info tab, make sure that Outlook Scheduling is checked.

Step 5 Make sure that the user ID, e-mail address and password settings configured in the Resource Manager in the My Profile section are the same as the settings configured for the Outlook server.

If you are using an external directory, the ID, e-mail address and password settings in My Profile can be different than the settings configured for the Outlook server.

Note To access your user profile via the Resource Manager Web interface, use the Resource Manager credentials provided by the system administrator.

Installing the Resource Manager Client for Microsoft Outlook

Procedure

Step 1 Run the CUVCM_outlook_addon_setup.msi file.

The Resource Manager Client for Microsoft Outlook Integration Setup Wizard window appears.

Step 2 To start the installation, click Next.

The Select Installation Folder window appears.

Step 3 To begin the installation to the default directory, in the Select Installation Folder window, click Next.

Step 4 To select a different installation location, click Browse, select a folder, and then click Next.

A read-only view of available drives shows the available disk space on each.

Step 5 To determine how much disk space is needed for installation of Resource Manager Client for Microsoft Outlook Integration on a specific drive, and if sufficient disk space is available, click Disk Cost.

The Resource Manager Client for Microsoft Outlook Integration Disk Space window opens in which all available disks are listed in the Volumes column, with Disk Size, Available, Required, Difference columns displaying the values for each disk volume.

Step 6 Click OK.

Step 7 In the Select Installation Folder window, click Next.

Step 8 In the Confirm Installation window, click Next to begin the installation.

The Resource Manager Client for Microsoft Outlook Integration window appears. The progress bar indicates the progress of the installation. When installation is complete, the Installation Complete window appears.

A message in the window indicates that the program is successfully installed.

Step 9 To exit and complete the installation process, click Close.

Configuring Resource Manager Client for Microsoft Outlook Properties

To configure Resource Manager Client for Microsoft Outlook properties, use the following procedure.

Procedure

Step 1 Start Microsoft Outlook.

Step 2 To complete the setup of Resource Manager Client for Microsoft Outlook, in the Tools menu, select Options, and then click the Meetings tab.

Step 3 To include the Resource Manager video meeting scheduling form in the Outlook appointment form, on the Meetings tab, check Make the Resource Manager schedule form the default scheduling form for all new meetings, and then click OK.

Step 4 If the Make the Resource Manager schedule form the default scheduling form for all new meetings check box is unchecked, the Microsoft Outlook appointment form is the default form and the Resource Manager icon appears in the Microsoft Outlook Calendar toolbar. In this case, to schedule video meetings, click the Resource Manager icon.

The Resource Manager appointment form opens.

Step 5 In the Resource Manager Web Site field, enter the Resource Manager server URL.

Step 6 In the User ID field, enter a Resource Manager user ID.

Step 7 In the Password field, enter your Resource Manager user password.

Note When you install Resource Manager, if you select the Enable Single Sign-On option, User ID and Password values are not used for login authentication.

Step 8 In the Organization field, enter your organization login ID, and then click OK.

Step 9 Make sure that the Resource Manager icon appears in your Microsoft Outlook Calendar toolbar.

Step 10 Make sure that in the Microsoft Windows Control Panel, in the Add/Remove Programs list, the Resource Manager Client for Microsoft Outlook program appears.

Note If you close Microsoft Outlook, the Resource Manager Client for Microsoft Outlook add-on module continues to run.

Note When a user account is created by a system administrator in Resource Manager, the user receives an e-mail containing the Resource Manager server URL, an individual Resource Manager user ID, password, and organization login ID. Any user who does not receive this information (or needs additional information) should contact the system administrator.

Creating and Scheduling Audio and Video Meetings

You can schedule meetings in Resource Manager via Microsoft Outlook.

Note Specific user-interface options may vary depending on the Microsoft Outlook version.

Accessing the Appointment Form

Procedure

Step 1 In Microsoft Outlook, open the Calendar.

Step 2 To access the Resource Manager Client for Microsoft Outlook appointment form for creating a meeting, use one of the following methods depending on the configuration

–If the Resource Manager Client for Microsoft Outlook appointment form is configured as the default form, click New to open a new meeting.

–If the Resource Manager Client for Microsoft Outlook appointment form is not configured as the default form, click the Resource Manager icon in the Microsoft Outlook Calendar toolbar.

The Resource Manager Client for Microsoft Outlook appointment form appears and includes the following tabs

–Appointment—Uses Outlook functionality to create meetings. See the "Using the Appointment Tab" section.

–Rich Media—For adding audio and video meeting reservations to an appointment. See the "Creating an Ad Hoc Meeting" section.

–Scheduling—Uses Microsoft Outlook functionality.

Note When creating and scheduling a meeting, use the tabs in order from left to right.

Using the Appointment Tab

Using the Appointment tab is the first stage in scheduling an Resource Manager appointment via Microsoft Outlook.

Note Ensure you complete Appointment tab settings before proceeding to the Rich Media tab.

Procedure

Step 1 To create an Resource Manager appointment via Microsoft Outlook, select the Appointment tab.

Step 2 On the toolbar, click Invite Attendees.

The To button and field appear.

Step 3 Click To and then select a name from the list or enter a name in the Type Name or Select from List field.

Step 4 If a Microsoft Outlook security message appears warning that a program is attempting to access e-mail addresses stored in Outlook, click Yes in the message window.

Step 5 Click OK.

Your selection appears in the To field.

Step 6 In the Subject field, enter a topic or title for the meeting. This text appears in all notifications for the meeting.

Step 7 In the Location field, enter a meeting location. This location appears in all notifications for the meeting.

Step 8 To label the meeting as a specific type of meeting, select a label from the Label list. The None label is selected by default.

Step 9 From the Start time date list, select a date for the start of the meeting. This date appears appear in all notifications for the meeting.

Step 10 In the Start time field, select a start time for the meeting. This start time appears appear in all notifications for the meeting.

Note For creating an ad hoc meeting, see the "Creating an Ad Hoc Meeting" section.

Step 11 In the End time field, type the required meeting termination time. This end time appears in all notifications for the meeting.

Step 12 To create an all-day meeting, click All Day Event.

Only dates appear in the Start time and End time fields.

Step 13 To receive a reminder prior to the meeting, click Reminder and then in click the sound icon to select an audio reminder or to disable the audio reminder.

Step 14 Select a status for the meeting from the Show time as list.

Step 15 To create a meeting workspace that users can connect to, click Meeting Workspace, and then follow the instructions.

Step 16 If the meeting is online, click This an online meeting using, and then select from the activated list.

Fields and options relevant to the selection appear in the lower section of the Appointments tab.

Step 17 Complete the remaining fields according to your requirements.

Creating an Ad Hoc Meeting

You can schedule a meeting close to the meeting start time. If the meeting begins ten minutes or less from the meeting start time, it is classified as an ad-hoc meeting.

Procedure

Step 1 To create an ad hoc meeting, on the Appointment tab, set the start time to within ten minutes of the current time.

A message appears confirming that you want to schedule the meeting at the time you specified.

Step 2 In the message window, if you click Yes the following message appears informing you that no MCU resources are reserved for the terminals.

Step 3 To proceed with the creation of the ad hoc point-to-point meeting, click OK.

Using the Rich Media Tab

On the Rich Media tab, you can reserve audio and/or video meeting resources via Resource Manager for a meeting.

Note Use the Rich Media tab after using the Appointment tab. On the Appointment tab, you must check This is an online rich media meeting for the Rich Media tab to be active.

The Attendees Settings section of the Rich Media tab enables a meeting organizer to perform the following tasks

•Assign roles and permissions to audio/video meeting attendees

•Assign terminals to attendees

•Select meeting rooms

•Select initial video layout that an attendee sees upon joining a meeting

Granting Meeting-Control Privileges

Procedure

Step 1 To grant a specific attendee meeting-control privileges, check the CTRL check box for that user.

Step 2 To grant all attendees meeting-control privileges, check the upper CTRL check box.

Note The Resource Manager administrator and meeting operator have meeting control privileges by default.

Step 3 In the Terminal column, the name of the default user terminal is displayed.

Step 4 To change or assign a terminal for a user, for the specific meeting you are scheduling, click Select, and then in the Select Terminal window that appears, select a terminal.

Step 5 If a Dual IP/ISDN terminal is the ISDN connection for the meeting, click PSTN/ISDN.

Note The PSTN/ISDN check box is active only if a selected terminal is defined as Dual IP/ISDN.

Step 6 From the Dial In list, select the terminals allowed to dial-in to the meeting.

Step 7 To change the location of a mobile terminal for the specific meeting being scheduled, from the Meeting Room list select a different meeting room for the terminal.

Step 8 From the View list, select from the layouts available for each participant. The list varies depending on the meeting type selected for the meeting.

Step 9 To change the meeting display layout, click Layout, and then in the Select Layout window, select a layout.

The Attendees section is updated according to the selection.

To change a layout, click on a layout icon and drag it into the video layout area.

The terminal name is displayed in the selected video layout position, and when participants join the meeting, the video layout appears according to your selection.

Step 10 From the Initial Controller list, select an initial controller for the meeting.

Step 11 To select a host for the meeting, from the Host list select an attendee. By default, the host is the person who requests the meeting and the one to whom the meeting is billed.

Step 12 To modify a terminal number, click the terminal number for a participant, and then in the Select Terminal window, select an existing terminal number in the organization or select Specify Terminal and then enter an external terminal number. In the Select Terminal window, click OK.

Using the Advanced Section

On the Rich Media tab, in the Advanced section, you can select which meeting types are available for a meeting, reserve additional IP or ISDN ports, as well as select meeting settings.

Procedure

In the Reference Code field, enter a reference code for the meeting you are scheduling.

Step 1 In the Bill To field, select the participant(s) to whom the meeting is billed.

Note If the Host and Organizer are the same person, Organizer does not appear in the list.

Step 2 If you require password protection for the meeting, in the Meeting Password field enter a meeting access password for use by all dial-in attendees.

Note See the MCU manual provided by the manufacturer, to ensure that MCU settings are configured to enable meeting passwords.

Step 3 To specify the number of default IP and ISDN participant reservations, enter the required values in the IP Participants, PSTN/ISDN Participants and Total Reservations fields.

Step 4 To define meeting termination parameters, in the Terminate Meeting section, select one of the following options:

–At scheduled time—The meeting terminates at the time defined in the meeting scheduling process.

–n minutes after all terminals have left—The meeting terminates n minutes after all terminals exits the meeting.

–n minutes after the host's terminal has left—The meeting terminates n minutes after the host's terminal exits the meeting, even if other terminals are still actively in the meeting.

–Auto Extend—The meeting continues until it is manually terminated via in-meeting control or until all terminals leave the session.

Note The maximum time value for Auto Extend is determined in Resource Manager by the administrator.

Step 5 To prevent dial-in terminals from connecting to the meeting, check Block Dial-in.

Step 6 To allow PSTN/ISDN terminals for which source information is not available (unresolved terminals) to dial into a Resource Manager meeting, check Admit unresolved dial-in Endpoints. The check box is checked by default.

If resources are available, if extra PSTN/ISDN ports are reserved or if an ISDN terminal is deleted from current meetings, unresolved terminals are allowed into the meeting.

If you do not check Admit unresolved dial-in Endpoints, unresolved PSTN/ISDN terminals are rejected during authorization for dial-in calls.

Step 7 To specify the amount of time a warning a terminal receives prior to meeting termination, in the Alert n minutes before termination field, enter a time value.

Step 8 To prevent a meeting from starting before the host joins, check Start only when host joins.

Step 9 To specify a terminal display name that is different than the H.323 station name displayed as text overlay in the video image, check Overwrite Terminal Display Name. The terminal name you specify appears in both the Resource Manager and the Microsoft Outlook.

Step 10 To prioritize the use of resources, in the Prioritize section, select one of the following options

–Local MCU—More than one MCU is used by Resource Manager, and there are at least two meeting participants. Resource Manager invites all participating terminals to meetings hosted on their respective local MCUs, (according to settings in Resource Manager on the Resource Management > IP Topology tab) and then cascades the meetings together to form a single meeting.

–Bandwidth—Resource Manager allocates resources to conserve bandwidth. In some cases, this may cause a meeting to be cascaded, even though a single MCU is available which can host the meeting.

–Delay—Resources are allocated by Resource Manager to ensure the best possible meeting quality.

Step 11 To enable meetings to proceed only if required resources are available, check Required.

Step 12 For a confirmation of required resources before a meeting can be scheduled, check None. Resource Manager confirms the network resources and advises of any conflicts among attendees, rooms or terminals.

Step 13 Click Send to proceed with meeting scheduling.

Network resources are automatically checked for availability

If network resources and all other required resources are available, the meeting is automatically scheduled and notifications are sent to meeting participants.

If either network resources or required resources are unavailable, an unable-to-schedule message appears that includes a reason for the scheduling failure. In this case, no notifications are sent.

Using the Scheduling Tab

On the Scheduling tab, the availability of all selected attendees is displayed. You can revise a meeting schedule directly on the availability view of the Scheduling tab.

Note Use the Scheduling tab after using the Rich Media tab.

Procedure

Step 1 To preview attendee availability for a meeting, click the Scheduling tab.

Step 2 If you want to change the time of a meeting, on the availability view of the Scheduling tab, click and drag to select a meeting start and end time.

The selection automatically appears as the start and end time on the Appointment tab.

Note Meeting room and terminal availability may also appear in the scheduling calendar, depending on the local Microsoft Outlook Exchange environment.

Note Resource Manager does not support scheduling of annual appointments.

Other Resource Manager Outlook Client Functionality

Additional functionality specific to Resource Manager Client for Microsoft Outlook is described in this section.

Notification of an Audio/Video Enabled Appointment

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

The format of Resource Manager Client for Microsoft Outlook generated e-mail notifications depends on the meeting-creator type. If the meeting creator is a Web user, e-mail notifications are in HTML format. If the meeting creator is Microsoft Outlook user, e-mail notifications are in VCAL format.

Responding to an Audio/Video Enabled Meeting

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

To respond to a meeting invitation, use one of the following actions

–In My Meetings, on the Upcoming Meetings tab, in the Meeting Details window, check Accept, Tentative or Decline.

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

Note If a user does not respond to a meeting invitation sent via Resource Manager Client for Microsoft Outlook, a red flag appears in Resource Manager, in the My Meetings > Upcoming Meetings of the Web user-interface for that specific user. The Resource Manager server is not updated and the terminal is not called at the time of the meeting.

Note If the user responds, the flag does not appear.

Modifying an Audio/Video Enabled Meeting

You can modify an appointments created with Resource Manager Client for Microsoft Outlook for using standard Microsoft Outlook procedures.

Procedure

Step 1 In the Resource Manager Client for Microsoft Outlook, modify the meeting as per your requirements.

Step 2 Click Send Update.

Note If you click Save and Close, the Resource Manager server is not updated.

The Resource Manager server is updated, as well as the list of meeting invitees. Network resources are checked for availability.

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

If network resources or 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.

Restrictions to Non-supported Meeting modifications

If an appointment modification does not comply with Resource Manager settings, the meeting must be deleted and rescheduled according to the required modification. The following modifications cannot be implemented directly in Resource Manager Client for Microsoft Outlook without meeting deletion and rescheduling.

•Removing a recurrence from a scheduled meeting

•Adding a recurrence to a scheduled non-recurring meeting

•Changing the recurrence pattern of a scheduled meeting

Deleting a Single Audio/Video Enabled Meeting

Use the standard Microsoft Outlook procedure for deleting a single audio or video meeting created in Resource Manager Client for Microsoft Outlook.

Procedure

Step 1 In the Microsoft Outlook Calendar, select a meeting and then click Delete.

If you created a video meeting in Resource Manager Client for Microsoft Outlook, Resource Manager automatically cancels the video meeting and notifies participants.

If you are an invitee and you delete an appointment, you should send a response to Resource Manager, as well as the meeting organizer, notifying them of the meeting deletion.

Note One meeting can be deleted at any one time.

Note Manual deletion (Shift+Delete) in Resource Manager Client for Microsoft Outlook does not update meeting information in Resource Manager.

When the meeting organizer receives the response, Resource Manager Client for Microsoft Outlook sends an e-mail notification to the Resource Manager server.

Note A Microsoft Outlook message may appear, warning that a program is trying to automatically send an e-mail on your behalf.

Step 2 Click Yes to continue.

Modifying or Deleting an Audio/Video Meeting-Instance in a Recurring Meeting

Meeting instances of a recurring meeting that occur within thirty days of the current time are displayed in the Resource Manager Web interface, in My Meetings.

You can modify or cancel individual instances of a recurring meeting in either the My Meetings section or the Resource Manager Client for Microsoft Outlook Calendar.

Cancellation of an entire recurring meeting must be performed in Resource Manager Client for Microsoft Outlook.

	Cisco Unified Videoconferencing Manager Administrator Guide Release 5.0
	Resource Manager Client for Microsoft Outlook
Cisco Unified Videoconferencing Manager Administrator Guide Release 5.0 Preface Part 1 Introduction Introducing Cisco Unified Videoconferencing Manager Part 2 Resource Manager System Introducing the Resource Manager Getting Started Network Management Resource Management Meeting Types User Management All Meetings Advanced Settings Creating and Scheduling Meetings Part 3 Resource Manager Appendices Resource Manager Client for Microsoft Outlook Resource Manager Configuration Tool Provisioning Users via a Directory Server CDR XML Tags and Attributes Part 4 Network Manager System Network Manager Overview Network Tree View Network Table View Network Map View Alarms View Settings View Conferences and Calls View Finding and Managing Elements Part 5 Network Manager Appendix Configuration Utility Index	Download this chapter Resource Manager Client for Microsoft Outlook Download the complete book Cisco Unified Videoconferencing Manager Administrator Guide Release 5.0 (PDF - 3 MB) Table Of Contents Resource Manager Client for Microsoft Outlook System Requirements Installing Resource Manager Client For Microsoft Outlook Before You Begin Installing the Resource Manager Client for Microsoft Outlook Configuring Resource Manager Client for Microsoft Outlook Properties Creating and Scheduling Audio and Video Meetings Accessing the Appointment Form Using the Appointment Tab Creating an Ad Hoc Meeting Using the Rich Media Tab Granting Meeting-Control Privileges Using the Advanced Section Using the Scheduling Tab Other Resource Manager Outlook Client Functionality Notification of an Audio/Video Enabled Appointment Responding to an Audio/Video Enabled Meeting Modifying an Audio/Video Enabled Meeting Restrictions to Non-supported Meeting modifications Deleting a Single Audio/Video Enabled Meeting Modifying or Deleting an Audio/Video Meeting-Instance in a Recurring Meeting Resource Manager Client for Microsoft Outlook The Resource Manager Client for Microsoft Outlook is a separately licensed add-on that allows users to schedule a meeting via the Microsoft Outlook appointment-form interface rather than in the Resource Manager web interface. This section details the Resource Manager Client for Microsoft Outlook installation and configuration. Topics in this section include: •System Requirements •Installing Resource Manager Client For Microsoft Outlook •Configuring Resource Manager Client for Microsoft Outlook Properties •Creating and Scheduling Audio and Video Meetings •Using the Rich Media Tab •Using the Scheduling Tab •Other Resource Manager Outlook Client Functionality System Requirements The following are the system requirements for the use of Resource Manager Client for Microsoft Outlook •One of the following supported Microsoft Outlook versions –Microsoft Outlook 2000 (with Service Pack 3) –Microsoft 2002 (Outlook XP) –Microsoft Outlook 2003 Note For support for Microsoft Outlook 2000 running on Windows 2003, refer to Microsoft Knowledge Base number 217640. •Microsoft Exchange 2000 Server or 2003 Server •Dedicated e-mail account for receiving meeting messages including meeting accept and decline messages. •Server running an installed version of Resource Manager Installing Resource Manager Client For Microsoft Outlook Resource Manager Client for Microsoft Outlook must be installed on each individual client computer. Before You Begin Before installing Resource Manager Client for Microsoft Outlook, perform the procedures that are relevant to the system you are using. Procedure Step 1 Make sure that you have an appropriate Resource Manager license that permits the use of Resource Manager Client for Microsoft Outlook. Step 2 Shut down all application running on the computer, including Microsoft Outlook. Step 3 If you are using Microsoft Outlook 2000, install Microsoft Office 2000 Service Pack 3. The service pack updates Microsoft Outlook and enables Resource Manager Client for Microsoft Outlook to modify recurring meetings. Step 4 In Resource Manager, in User > My Profile, on the My Info tab, make sure that Outlook Scheduling is checked. Step 5 Make sure that the user ID, e-mail address and password settings configured in the Resource Manager in the My Profile section are the same as the settings configured for the Outlook server. If you are using an external directory, the ID, e-mail address and password settings in My Profile can be different than the settings configured for the Outlook server. Note To access your user profile via the Resource Manager Web interface, use the Resource Manager credentials provided by the system administrator. Installing the Resource Manager Client for Microsoft Outlook Procedure Step 1 Run the CUVCM_outlook_addon_setup.msi file. The Resource Manager Client for Microsoft Outlook Integration Setup Wizard window appears. Step 2 To start the installation, click Next. The Select Installation Folder window appears. Step 3 To begin the installation to the default directory, in the Select Installation Folder window, click Next. Step 4 To select a different installation location, click Browse, select a folder, and then click Next. A read-only view of available drives shows the available disk space on each. Step 5 To determine how much disk space is needed for installation of Resource Manager Client for Microsoft Outlook Integration on a specific drive, and if sufficient disk space is available, click Disk Cost. The Resource Manager Client for Microsoft Outlook Integration Disk Space window opens in which all available disks are listed in the Volumes column, with Disk Size, Available, Required, Difference columns displaying the values for each disk volume. Step 6 Click OK. Step 7 In the Select Installation Folder window, click Next. Step 8 In the Confirm Installation window, click Next to begin the installation. The Resource Manager Client for Microsoft Outlook Integration window appears. The progress bar indicates the progress of the installation. When installation is complete, the Installation Complete window appears. A message in the window indicates that the program is successfully installed. Step 9 To exit and complete the installation process, click Close. Configuring Resource Manager Client for Microsoft Outlook Properties To configure Resource Manager Client for Microsoft Outlook properties, use the following procedure. Procedure Step 1 Start Microsoft Outlook. Step 2 To complete the setup of Resource Manager Client for Microsoft Outlook, in the Tools menu, select Options, and then click the Meetings tab. Step 3 To include the Resource Manager video meeting scheduling form in the Outlook appointment form, on the Meetings tab, check Make the Resource Manager schedule form the default scheduling form for all new meetings, and then click OK. Step 4 If the Make the Resource Manager schedule form the default scheduling form for all new meetings check box is unchecked, the Microsoft Outlook appointment form is the default form and the Resource Manager icon appears in the Microsoft Outlook Calendar toolbar. In this case, to schedule video meetings, click the Resource Manager icon. The Resource Manager appointment form opens. Step 5 In the Resource Manager Web Site field, enter the Resource Manager server URL. Step 6 In the User ID field, enter a Resource Manager user ID. Step 7 In the Password field, enter your Resource Manager user password. Note When you install Resource Manager, if you select the Enable Single Sign-On option, User ID and Password values are not used for login authentication. Step 8 In the Organization field, enter your organization login ID, and then click OK. Step 9 Make sure that the Resource Manager icon appears in your Microsoft Outlook Calendar toolbar. Step 10 Make sure that in the Microsoft Windows Control Panel, in the Add/Remove Programs list, the Resource Manager Client for Microsoft Outlook program appears. Note If you close Microsoft Outlook, the Resource Manager Client for Microsoft Outlook add-on module continues to run. Note When a user account is created by a system administrator in Resource Manager, the user receives an e-mail containing the Resource Manager server URL, an individual Resource Manager user ID, password, and organization login ID. Any user who does not receive this information (or needs additional information) should contact the system administrator. Creating and Scheduling Audio and Video Meetings You can schedule meetings in Resource Manager via Microsoft Outlook. Note Specific user-interface options may vary depending on the Microsoft Outlook version. Accessing the Appointment Form Procedure Step 1 In Microsoft Outlook, open the Calendar. Step 2 To access the Resource Manager Client for Microsoft Outlook appointment form for creating a meeting, use one of the following methods depending on the configuration –If the Resource Manager Client for Microsoft Outlook appointment form is configured as the default form, click New to open a new meeting. –If the Resource Manager Client for Microsoft Outlook appointment form is not configured as the default form, click the Resource Manager icon in the Microsoft Outlook Calendar toolbar. The Resource Manager Client for Microsoft Outlook appointment form appears and includes the following tabs –Appointment—Uses Outlook functionality to create meetings. See the "Using the Appointment Tab" section. –Rich Media—For adding audio and video meeting reservations to an appointment. See the "Creating an Ad Hoc Meeting" section. –Scheduling—Uses Microsoft Outlook functionality. Note When creating and scheduling a meeting, use the tabs in order from left to right. Using the Appointment Tab Using the Appointment tab is the first stage in scheduling an Resource Manager appointment via Microsoft Outlook. Note Ensure you complete Appointment tab settings before proceeding to the Rich Media tab. Procedure Step 1 To create an Resource Manager appointment via Microsoft Outlook, select the Appointment tab. Step 2 On the toolbar, click Invite Attendees. The To button and field appear. Step 3 Click To and then select a name from the list or enter a name in the Type Name or Select from List field. Step 4 If a Microsoft Outlook security message appears warning that a program is attempting to access e-mail addresses stored in Outlook, click Yes in the message window. Step 5 Click OK. Your selection appears in the To field. Step 6 In the Subject field, enter a topic or title for the meeting. This text appears in all notifications for the meeting. Step 7 In the Location field, enter a meeting location. This location appears in all notifications for the meeting. Step 8 To label the meeting as a specific type of meeting, select a label from the Label list. The None label is selected by default. Step 9 From the Start time date list, select a date for the start of the meeting. This date appears appear in all notifications for the meeting. Step 10 In the Start time field, select a start time for the meeting. This start time appears appear in all notifications for the meeting. Note For creating an ad hoc meeting, see the "Creating an Ad Hoc Meeting" section. Step 11 In the End time field, type the required meeting termination time. This end time appears in all notifications for the meeting. Step 12 To create an all-day meeting, click All Day Event. Only dates appear in the Start time and End time fields. Step 13 To receive a reminder prior to the meeting, click Reminder and then in click the sound icon to select an audio reminder or to disable the audio reminder. Step 14 Select a status for the meeting from the Show time as list. Step 15 To create a meeting workspace that users can connect to, click Meeting Workspace, and then follow the instructions. Step 16 If the meeting is online, click This an online meeting using, and then select from the activated list. Fields and options relevant to the selection appear in the lower section of the Appointments tab. Step 17 Complete the remaining fields according to your requirements. Creating an Ad Hoc Meeting You can schedule a meeting close to the meeting start time. If the meeting begins ten minutes or less from the meeting start time, it is classified as an ad-hoc meeting. Procedure Step 1 To create an ad hoc meeting, on the Appointment tab, set the start time to within ten minutes of the current time. A message appears confirming that you want to schedule the meeting at the time you specified. Step 2 In the message window, if you click Yes the following message appears informing you that no MCU resources are reserved for the terminals. Step 3 To proceed with the creation of the ad hoc point-to-point meeting, click OK. Using the Rich Media Tab On the Rich Media tab, you can reserve audio and/or video meeting resources via Resource Manager for a meeting. Note Use the Rich Media tab after using the Appointment tab. On the Appointment tab, you must check This is an online rich media meeting for the Rich Media tab to be active. The Attendees Settings section of the Rich Media tab enables a meeting organizer to perform the following tasks •Assign roles and permissions to audio/video meeting attendees •Assign terminals to attendees •Select meeting rooms •Select initial video layout that an attendee sees upon joining a meeting Granting Meeting-Control Privileges Procedure Step 1 To grant a specific attendee meeting-control privileges, check the CTRL check box for that user. Step 2 To grant all attendees meeting-control privileges, check the upper CTRL check box. Note The Resource Manager administrator and meeting operator have meeting control privileges by default. Step 3 In the Terminal column, the name of the default user terminal is displayed. Step 4 To change or assign a terminal for a user, for the specific meeting you are scheduling, click Select, and then in the Select Terminal window that appears, select a terminal. Step 5 If a Dual IP/ISDN terminal is the ISDN connection for the meeting, click PSTN/ISDN. Note The PSTN/ISDN check box is active only if a selected terminal is defined as Dual IP/ISDN. Step 6 From the Dial In list, select the terminals allowed to dial-in to the meeting. Step 7 To change the location of a mobile terminal for the specific meeting being scheduled, from the Meeting Room list select a different meeting room for the terminal. Step 8 From the View list, select from the layouts available for each participant. The list varies depending on the meeting type selected for the meeting. Step 9 To change the meeting display layout, click Layout, and then in the Select Layout window, select a layout. The Attendees section is updated according to the selection. To change a layout, click on a layout icon and drag it into the video layout area. The terminal name is displayed in the selected video layout position, and when participants join the meeting, the video layout appears according to your selection. Step 10 From the Initial Controller list, select an initial controller for the meeting. Step 11 To select a host for the meeting, from the Host list select an attendee. By default, the host is the person who requests the meeting and the one to whom the meeting is billed. Step 12 To modify a terminal number, click the terminal number for a participant, and then in the Select Terminal window, select an existing terminal number in the organization or select Specify Terminal and then enter an external terminal number. In the Select Terminal window, click OK. Using the Advanced Section On the Rich Media tab, in the Advanced section, you can select which meeting types are available for a meeting, reserve additional IP or ISDN ports, as well as select meeting settings. Procedure In the Reference Code field, enter a reference code for the meeting you are scheduling. Step 1 In the Bill To field, select the participant(s) to whom the meeting is billed. Note If the Host and Organizer are the same person, Organizer does not appear in the list. Step 2 If you require password protection for the meeting, in the Meeting Password field enter a meeting access password for use by all dial-in attendees. Note See the MCU manual provided by the manufacturer, to ensure that MCU settings are configured to enable meeting passwords. Step 3 To specify the number of default IP and ISDN participant reservations, enter the required values in the IP Participants, PSTN/ISDN Participants and Total Reservations fields. Step 4 To define meeting termination parameters, in the Terminate Meeting section, select one of the following options: –At scheduled time—The meeting terminates at the time defined in the meeting scheduling process. –n minutes after all terminals have left—The meeting terminates n minutes after all terminals exits the meeting. –n minutes after the host's terminal has left—The meeting terminates n minutes after the host's terminal exits the meeting, even if other terminals are still actively in the meeting. –Auto Extend—The meeting continues until it is manually terminated via in-meeting control or until all terminals leave the session. Note The maximum time value for Auto Extend is determined in Resource Manager by the administrator. Step 5 To prevent dial-in terminals from connecting to the meeting, check Block Dial-in. Step 6 To allow PSTN/ISDN terminals for which source information is not available (unresolved terminals) to dial into a Resource Manager meeting, check Admit unresolved dial-in Endpoints. The check box is checked by default. If resources are available, if extra PSTN/ISDN ports are reserved or if an ISDN terminal is deleted from current meetings, unresolved terminals are allowed into the meeting. If you do not check Admit unresolved dial-in Endpoints, unresolved PSTN/ISDN terminals are rejected during authorization for dial-in calls. Step 7 To specify the amount of time a warning a terminal receives prior to meeting termination, in the Alert n minutes before termination field, enter a time value. Step 8 To prevent a meeting from starting before the host joins, check Start only when host joins. Step 9 To specify a terminal display name that is different than the H.323 station name displayed as text overlay in the video image, check Overwrite Terminal Display Name. The terminal name you specify appears in both the Resource Manager and the Microsoft Outlook. Step 10 To prioritize the use of resources, in the Prioritize section, select one of the following options –Local MCU—More than one MCU is used by Resource Manager, and there are at least two meeting participants. Resource Manager invites all participating terminals to meetings hosted on their respective local MCUs, (according to settings in Resource Manager on the Resource Management > IP Topology tab) and then cascades the meetings together to form a single meeting. –Bandwidth—Resource Manager allocates resources to conserve bandwidth. In some cases, this may cause a meeting to be cascaded, even though a single MCU is available which can host the meeting. –Delay—Resources are allocated by Resource Manager to ensure the best possible meeting quality. Step 11 To enable meetings to proceed only if required resources are available, check Required. Step 12 For a confirmation of required resources before a meeting can be scheduled, check None. Resource Manager confirms the network resources and advises of any conflicts among attendees, rooms or terminals. Step 13 Click Send to proceed with meeting scheduling. Network resources are automatically checked for availability If network resources and all other required resources are available, the meeting is automatically scheduled and notifications are sent to meeting participants. If either network resources or required resources are unavailable, an unable-to-schedule message appears that includes a reason for the scheduling failure. In this case, no notifications are sent. Using the Scheduling Tab On the Scheduling tab, the availability of all selected attendees is displayed. You can revise a meeting schedule directly on the availability view of the Scheduling tab. Note Use the Scheduling tab after using the Rich Media tab. Procedure Step 1 To preview attendee availability for a meeting, click the Scheduling tab. Step 2 If you want to change the time of a meeting, on the availability view of the Scheduling tab, click and drag to select a meeting start and end time. The selection automatically appears as the start and end time on the Appointment tab. Note Meeting room and terminal availability may also appear in the scheduling calendar, depending on the local Microsoft Outlook Exchange environment. Note Resource Manager does not support scheduling of annual appointments. Other Resource Manager Outlook Client Functionality Additional functionality specific to Resource Manager Client for Microsoft Outlook is described in this section. Notification of an Audio/Video Enabled Appointment All invitees to an appointment created with Resource Manager Client for Microsoft Outlook receive an e-mail notification that lists meeting details, invited participants, and a request for confirmation of participation. The format of Resource Manager Client for Microsoft Outlook generated e-mail notifications depends on the meeting-creator type. If the meeting creator is a Web user, e-mail notifications are in HTML format. If the meeting creator is Microsoft Outlook user, e-mail notifications are in VCAL format. Responding to an Audio/Video Enabled Meeting Responding to a meeting invitation updates the meeting information in Resource Manager. To respond to a meeting invitation, use one of the following actions –In My Meetings, on the Upcoming Meetings tab, in the Meeting Details window, check Accept, Tentative or Decline. –In the e-mail notification, click Accept, Tentative or Decline. Note If a user does not respond to a meeting invitation sent via Resource Manager Client for Microsoft Outlook, a red flag appears in Resource Manager, in the My Meetings > Upcoming Meetings of the Web user-interface for that specific user. The Resource Manager server is not updated and the terminal is not called at the time of the meeting. Note If the user responds, the flag does not appear. Modifying an Audio/Video Enabled Meeting You can modify an appointments created with Resource Manager Client for Microsoft Outlook for using standard Microsoft Outlook procedures. Procedure Step 1 In the Resource Manager Client for Microsoft Outlook, modify the meeting as per your requirements. Step 2 Click Send Update. Note If you click Save and Close, the Resource Manager server is not updated. The Resource Manager server is updated, as well as the list of meeting invitees. Network resources are checked for availability. If network resources and required resources are available, the meeting is automatically scheduled and notifications are sent to all participants with a request for a response to the meeting invitation. If network resources or 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. Restrictions to Non-supported Meeting modifications If an appointment modification does not comply with Resource Manager settings, the meeting must be deleted and rescheduled according to the required modification. The following modifications cannot be implemented directly in Resource Manager Client for Microsoft Outlook without meeting deletion and rescheduling. •Removing a recurrence from a scheduled meeting •Adding a recurrence to a scheduled non-recurring meeting •Changing the recurrence pattern of a scheduled meeting Deleting a Single Audio/Video Enabled Meeting Use the standard Microsoft Outlook procedure for deleting a single audio or video meeting created in Resource Manager Client for Microsoft Outlook. Procedure Step 1 In the Microsoft Outlook Calendar, select a meeting and then click Delete. If you created a video meeting in Resource Manager Client for Microsoft Outlook, Resource Manager automatically cancels the video meeting and notifies participants. If you are an invitee and you delete an appointment, you should send a response to Resource Manager, as well as the meeting organizer, notifying them of the meeting deletion. Note One meeting can be deleted at any one time. Note Manual deletion (Shift+Delete) in Resource Manager Client for Microsoft Outlook does not update meeting information in Resource Manager. When the meeting organizer receives the response, Resource Manager Client for Microsoft Outlook sends an e-mail notification to the Resource Manager server. Note A Microsoft Outlook message may appear, warning that a program is trying to automatically send an e-mail on your behalf. Step 2 Click Yes to continue. Modifying or Deleting an Audio/Video Meeting-Instance in a Recurring Meeting Meeting instances of a recurring meeting that occur within thirty days of the current time are displayed in the Resource Manager Web interface, in My Meetings. You can modify or cancel individual instances of a recurring meeting in either the My Meetings section or the Resource Manager Client for Microsoft Outlook Calendar. Cancellation of an entire recurring meeting must be performed in Resource Manager Client for Microsoft Outlook.
	Terms & Conditions \| Privacy Statement \| Cookie Policy \| Trademarks