Scheduling Meetings with the Resource Manager Outlook Client
Revised: August 30, 2009, OL-20120-01
•Installing the Resource Manager Outlook Client
•Configuring the Resource Manager Outlook Client
•Sending a Meeting Invitation
•How to Manage Meetings with Outlook
•Uninstalling the Resource Manager Outlook Client
Installing the Resource Manager Outlook Client
Contact your system administrator for installation information.
Configuring the Resource Manager Outlook Client
Step 1 Select CUVCM RM Settings in the Outlook user interface, or go to Tools > Options > CUVCM RM Settings.
Step 2 Enter the address of your Cisco Unified Videoconferencing Manager server in the Server URL field.
Step 3 Select Check Server Status to verify that the server is operational and that you can connect to the server.
Step 4 If the server URL contains "." (for example, "server.mycompany.com"), add the URL to the list of trusted sites in your Internet Explorer under Tools > Internet Options > Security > Trusted sites > Sites to enable the Single Sign-on feature to operate on your computer.
Use the default security level Most content will be run without prompts when you add the URL as a trusted site.
Step 5 Enter your Cisco Unified Videoconferencing Manager user ID and password, and optionally your organization name in the appropriate fields, if these fields appear.
Step 6 Select OK to save your changes.
Sending a Meeting Invitation
The body of a message sent using the Resource Manager Outlook Client can contain a maximum of 2000 characters. Additional characters are not saved when the message is sent.
Step 1 Open a new appointment or meeting request form in the Outlook user interface.
Step 2 Select Rich Media.
If you already have a virtual room defined, your virtual room details are displayed.
Step 3 Select your virtual room, or select Advanced Settings if you do not want to use the default settings of your virtual room.
Step 4 Enter new meeting and moderator PINs as required.
If you entered a moderator PIN, you can enable the waiting room feature where participants are placed in a waiting room without audio or video until the meeting moderator joins the meeting.
If you entered a moderator PIN, you can automatically record a meeting when it starts (available only when Cisco Unified Videoconferencing Desktop Server is configured in Cisco Unified Videoconferencing Manager).
Step 5 Enable the Streaming option to automatically start streaming when the meeting starts (available only when Cisco Unified Videoconferencing Desktop Server is configured in Resource Manager).
Step 6 Enter the number of MCU ports you want to reserve for the meeting.
Step 7 Select a preferred location from the Location Preferences field to instruct Cisco Unified Videoconferencing Manager where to schedule the meeting (available only in multiple-location deployments).
You can invite other terminals to the meeting and automatically dial out to them at the meeting start time.
You can search all terminals configured in the Resource Manager database and add them to the invited list.
Select Extra Terminal to invite terminals not defined in the Resource Manager database to the meeting.
Step 8 Select OK to save the Resource Manager scheduling request and close the Rich Media window.
The Rich Media button is selected and the name of the virtual room appears in the Location field of the appointment or meeting request form.
Step 9 Select the Scheduling tab and add invitees.
Note You must invite at least 2 participants or the Resource Manager Outlook Client refuses to schedule the meeting.
Step 10 (Optional) Select Cancel Meeting to change this meeting from Resource Manager to a generic Outlook meeting.
Step 11 Select Save to send the meeting request to the Resource Manager server.
If scheduling succeeds, Resource Manager sends the invitation to all invitees.
If scheduling fails, Resource Manager displays an error message.
How to Manage Meetings with Outlook
Meetings scheduled using the Resource Manager Outlook Client are displayed in the Resource Manager web user interface with an Outlook icon next to the meeting entry.
You can modify or cancel meetings scheduled using the Resource Manager Outlook Client only from within Outlook. You cannot do so from the Resource Manager web user interface.
•Modifying a Meeting Invitation
•Cancelling a Meeting
•Modifying Meeting Recurrence
Modifying a Meeting Invitation
Step 1 Open the meeting from the Outlook calendar.
Step 2 Select CUVCM RM Meeting.
Step 3 Modify the meeting settings as required.
Step 4 Select Send Update.
Cancelling a Meeting
Step 1 Select the meeting in the Outlook calendar.
Step 2 Select Delete.
Step 3 Select Send cancellation and delete meeting.
Step 4 Select Send.
Modifying Meeting Recurrence
Step 1 Cancel the meeting from the Outlook calendar.
Step 2 Schedule a new recurring meeting.
Uninstalling the Resource Manager Outlook Client
Step 1 Go to Control Panel > Add or Remove Programs on your computer.
Step 2 Select CUVCM Outlook Integration in the list.
Step 3 Select Remove.