Table Of Contents

Introducing Cisco Unified MeetingPlace for Outlook Release 5.3

Audience

Scope

Naming Conventions Used in This Guide

New Features in This Release

Release 5.3.0.218

Release 5.3.0.138

Release 5.3.0.132

Release 5.3.0

Overview of Release 5.3

The Scheduling and Notification Process

Meetings Scheduled from Cisco Unified MeetingPlace for Outlook

Meetings Scheduled from MeetingTime or Cisco Unified MeetingPlace Web Conferencing

The Process of Attending a Meeting

Windows Services

Additional References

Introducing Cisco Unified MeetingPlace for Outlook Release 5.3

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This Administrator Guide provides an overview of Cisco Unified MeetingPlace for Outlook software.

This chapter contains the following sections:

•Audience

•Scope

•Naming Conventions Used in This Guide

•New Features in This Release

•Overview of Release 5.3

•Additional References

Audience

This guide is for Cisco Unified MeetingPlace system administrators who are familiar with the following Cisco Unified MeetingPlace products, which are prerequisites for installing Cisco Unified MeetingPlace for Outlook software:

•Cisco Unified MeetingPlace 8100 series audio server

•Cisco Unified MeetingPlace Web Conferencing software

For information on any of the preceding systems, see the documents listed in Additional References.

Scope

This guide provides instructions for installing, upgrading, and configuring Cisco Unified MeetingPlace for Outlook. It also provides information about end user tasks, troubleshooting, and how to perform customizations of forms and meeting notifications.

Naming Conventions Used in This Guide

The Cisco Unified MeetingPlace family of products was formerly known as the Cisco MeetingPlace family of products. You may see either name in documentation and in product interfaces.

The following products and components appear frequently in this guide.

Complete Name	Abbreviation
Cisco Unified MeetingPlace for Outlook Release 5.3	Release 5.3
Cisco Unified MeetingPlace 8100 Series server with Cisco Unified MeetingPlace Audio Server Release 5.3 software	Cisco Unified MeetingPlace audio server system
Cisco Unified MeetingPlace Web Conferencing Release 5.3	Cisco Unified MeetingPlace Web Conferencing
Cisco Unified MeetingPlace MeetingTime Release 5.3	MeetingTime

New Features in This Release

New features are included in all subsequent releases.

Release 5.3.0.218

Feature	Description
Cisco Unified MeetingPlace for Outlook is now available in Japanese.	The language or languages that are licensed and specified in Cisco Unified MeetingPlace Audio Server are automatically used for Cisco Unified MeetingPlace for Outlook, if the languages are available for Cisco Unified MeetingPlace for Outlook. The language specified in the profile of each user determines the language that that user sees in Cisco Unified MeetingPlace for Outlook. If you customize text-based notification templates, you may want to customize those templates in all languages that your Cisco Unified MeetingPlace system uses. See Chapter 7, "Customizing Text-Based Meeting Notifications." No other language-specific configuration is required in Cisco Unified MeetingPlace for Outlook.
Notifications may be sent in languages that Cisco Unified MeetingPlace Web Conferencing and MeetingTime support.	Notifications that Cisco Unified MeetingPlace for Outlook sends for meetings that people schedule using Cisco Unified MeetingPlace Web Conferencing or MeetingTime can be sent in the languages that those applications support.

Release 5.3.0.138

Feature

Description

Release 5.3.0.138 supports more users than previous releases.

The following changes allow more users: •The amount of traffic on the Cisco Unified MeetingPlace for Outlook server is reduced, as a result of changes in the way the application handles appointment requests. •Cisco Unified MeetingPlace for Outlook can now be deployed on a separate server from the primary Cisco Unified MeetingPlace Web Conferencing installation. See "Installing Cisco Unified MeetingPlace for Outlook.". For specific capacity descriptions, see the Capacity section in the Release Notes for Cisco Unified MeetingPlace for Outlook.

Release 5.3.0.132

There were no new features in Release 5.3.0.132.

Release 5.3.0

Release 5.3 includes the following new features.

Feature	Description
Support for scheduling and attending Cisco Unified MeetingPlace video conferences using Microsoft Outlook.	When the Cisco Unified MeetingPlace system includes Cisco Unified MeetingPlace Video Integration, end users can schedule and attend the video conferencing component using the standard Cisco Unified MeetingPlace schedule and attend forms in Microsoft Outlook.
Support for Microsoft Windows 2003 servers for existing Cisco Unified MeetingPlace customers.	Existing customers can run Cisco Unified MeetingPlace for Outlook Release 5.3 on a Microsoft Windows 2003 server. New installations should use the Cisco version of Windows 2000 on Cisco Media Convergence Servers.
New user interface customization tools.	Show or hide the default fields on the schedule and notification forms in the MeetingPlace tab, or modify the text of user interface elements in these forms. Customizations made with these tools will be preserved during future upgrades.

Overview of Release 5.3

Release 5.3 integrates Cisco Unified MeetingPlace with the Microsoft Exchange server in your company. This integration allows users to schedule and attend Cisco Unified MeetingPlace meetings using their Microsoft Outlook client and receive e-mail invitations for meetings they have been invited to. Users can choose to accept an invitation and have the meeting automatically appear in their Outlook calendar or decline the invitation if they cannot attend the meeting.

A full installation of Release 5.3 allows users to do the following tasks:

•Receive Outlook calendar invitations for Cisco Unified MeetingPlace meetings, including update notifications for rescheduled meetings.

•Attend Cisco Unified MeetingPlace meetings with a click-to-attend hypertext link in their meeting invitation or Outlook calendar (requires Cisco Unified MeetingPlace Web Conferencing.)

•Schedule Cisco Unified MeetingPlace meetings using an HTML-based form in their Outlook calendar.

Cisco Unified MeetingPlace for Outlook has three main components:

•MeetingPlace for Outlook Notification Services

•MeetingPlace for Outlook Client Services

•MeetingPlace for Outlook Client

The MeetingPlace for Outlook Notification and Client Services components form the Cisco Unified MeetingPlace for Outlook application, which is installed on a Cisco MCS or Microsoft Windows server.

The Release 5.3 Client is installed on the computers of your end users and allows them to schedule conferences from their Microsoft Outlook interface using the Release 5.3 scheduling form.

The Scheduling and Notification Process

The scheduling and notification process depends on whether the meeting was scheduled using Microsoft Outlook or another scheduling client, such as MeetingTime or Cisco Unified MeetingPlace Web Conferencing.

Meetings Scheduled from Cisco Unified MeetingPlace for Outlook

Figure 1-1 illustrates the scheduling and notification process when a user schedules a meeting through Microsoft Outlook:

Figure 1-1 How Meetings Are Scheduled Using Outlook

	Cisco Unified MeetingPlace Scheduling Process		Standard Exchange Notification Process
1	A user schedules a Cisco Unified MeetingPlace meeting using Microsoft Outlook.	6	Notifications are sent to the mailboxes of the invited Outlook users.
2	The meeting request is sent to Cisco Unified MeetingPlace for Outlook.	7	The Microsoft Exchange server stores the meeting notifications.
3	Cisco Unified MeetingPlace for Outlook passes the request to the Cisco Unified MeetingPlace audio server.	8	The invited Outlook users check their inbox and open the meeting notification, which they can accept or decline. If they accept, the meeting appears in their Outlook calendar.
4	The meeting is scheduled on the Cisco Unified MeetingPlace audio server.
5	The Cisco Unified MeetingPlace audio server sends meeting information back to Outlook. This information will appear in the meeting notifications, and details are sent back to the person who scheduled the meeting.

Different types of meetings can be scheduled with a variety of options, such as recurring meetings or meetings with restricted access. See Chapter 4, "Using Cisco Unified MeetingPlace for Outlook" for details. To modify the appearance and content of the meeting invitation, see Chapter 7, "Customizing Text-Based Meeting Notifications." When a meeting invitation arrives in a user's e-mail inbox, the user clicks a button to accept or decline. This response is then e-mailed back to the scheduler, and the Exchange server keeps track of which attendees plan to attend the meeting.

When a meeting is scheduled from Microsoft Outlook, the Cisco Unified MeetingPlace audio server cannot track which invitees have Cisco Unified MeetingPlace user profiles and therefore treats everyone as a guest invitee. This limitation prevents the system from automatically outdialing and paging users based on their attend settings.

You as system administrator can customize the appearance and content of the meeting scheduling and notification forms.

Meetings Scheduled from MeetingTime or Cisco Unified MeetingPlace Web Conferencing

Figure 1-2 shows the scheduling and notification process when a user schedules a meeting using MeetingTime or Cisco Unified MeetingPlace Web Conferencing.

When users accept or decline these invitations, the Exchange server forwards these messages directly to the meeting scheduler, but does not keep track of the information in its database.

Figure 1-2 How Meetings Are Scheduled Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime

1	A user schedules a meeting using Cisco Unified MeetingPlace Web Conferencing or MeetingTime software.	4	An Outlook agent distributes a meeting notification to the Outlook inbox of each invited participant.
2	Cisco Unified MeetingPlace for Outlook polls the Cisco Unified MeetingPlace audio server and picks up any meeting notifications	5	The invited Outlook users check their inbox and open their meeting notification, which they can accept or decline. If accepted, the meeting appears in their Outlook calendar.
3	Cisco Unified MeetingPlace for Outlook schedules the meeting on the Microsoft Exchange server.

The Process of Attending a Meeting

With Cisco Unified MeetingPlace Web Conferencing installed and running on the Cisco Unified MeetingPlace for Outlook server, users can attend meetings with a click-to-attend link located at the end of their meeting invitation. When users accept an invitation, the meeting information and a click-to-attend link appear in their Outlook calendar.

When users click the click-to-attend link, their web browser opens and they are taken to a sign-in page to enter the meeting. For details about attending meetings using a web browser, see the online help in Cisco Unified MeetingPlace Web Conferencing.

Windows Services

For ongoing communication with the Cisco Unified MeetingPlace audio server, Cisco Unified MeetingPlace for Outlook includes the following Windows services:

•MeetingPlace Notification Gateway

•MeetingPlace Gateway SIM

•Cisco Unified MeetingPlace for Outlook Service

These programs are implemented using the standard Windows services architecture. Therefore, you can use standard mechanisms to start and stop the services, view the eventlog, and remotely monitor activity.

Additional References

Guide to Cisco Conferencing Documentation and Support

http://www.cisco.com/univercd/cc/td/doc/product/conf/mtgplace/roadmap.htm

Cisco Unified MeetingPlace for Outlook Release 5.3

http://www.cisco.com/univercd/cc/td/doc/product/conf/mtgplace/outlook/mpol53/index.htm

Cisco Unified MeetingPlace Audio Server Release 5.3

http://www.cisco.com/univercd/cc/td/doc/product/conf/mtgplace/audio/53/index.htm

Cisco Unified MeetingPlace Web Conferencing Release 5.3

http://www.cisco.com/univercd/cc/td/doc/product/conf/mtgplace/web/53/index.htm