AvePoint Meetings for SharePoint Online. Configuration Guide

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1 AvePoint Meetings for SharePoint Online Configuration Guide Issued August 2015

2 Table of Contents... 3 Adding... 3 Removing... 6 AvePoint Meetings Outlook Plug-In... 8 AvePoint Meetings Outlook Plug-In Requirements... 8 Installing Visual Studio Installing the AvePoint Meetings Outlook Plug-In... 8 Activating the Installed AvePoint Meetings Outlook Plug-In... 9 Uninstalling the AvePoint Meetings Outlook Plug-In AvePoint Meetings for Azure AD Before You Begin Adding AvePoint Meetings for Azure AD Deleting AvePoint Meetings for Azure AD Notices and Copyright Information

3 , an app for SharePoint 2013, brings order and efficiency to routine activities such as organizational meetings, note-taking, and task assignments. Use to collaborate with one another in real-time before, during, and after meetings by: Creating single or recurring meetings Allowing meeting attendees to adjust and update meeting agendas as well as discussion topics Capturing meeting information and notes with multi-user support Tracking meeting minutes with full auditing, allowing for historical search capabilities Assigning, aggregating, and synchronizing tasks and actions Uploading, deleting, and downloading attachments Searching by meetings, agendas, actions, notes, decisions, and attachments Support for Advanced Search Tracking the roll call for meeting attendance Printing the meeting minutes Sharing meetings with others Exporting meeting minutes to a PDF file Managing the metadata Using Agenda Timer for timing Adding Complete the following steps to add to a SharePoint Online site. *Note: To add, you must be a tenant administrator. 1. Log into the SharePoint Online site where you want to add AvePoint Meetings for SharePoint Online. 3

4 2. Click the Settings ( ) button on the top right corner of the site, and then click Add an app. Or, navigate to the Site Contents interface and click add an app. The Your Apps interface appears. Figure 1: The Your Apps interface. 3. Click SharePoint Store on the left pane. The SharePoint Store interface appears. 4. Enter in the search box and then click the magnifying glass ( ) button or press Enter. The tile appears on the interface. 4

5 5. Click the tile and then click ADD IT to add AvePoint Meetings for SharePoint Online to the site. Figure 2: Adding to the site. 5

6 6. When asked if you want to trust, click Trust It. Figure 3: The Do You Trust AvePoint Meetings pop-up window. 7. will now appear on the Site Contents interface. To view the interface, click AvePoint Meetings on the Site Contents interface. Seven lists will be created automatically after you enter the AvePoint Meetings for SharePoint Online interface. *Note: To avoid unknown exceptions, it is not recommended to modify the data in the created lists. Removing To remove, complete the following steps: 1. Log into the SharePoint Online site where has been added. 2. Click Site Contents in the Quick Launch. In the Lists, Libraries, and other Apps area, click the Click for more information ( ) button on the top-right corner of AvePoint Meetings. To delete the related data, click the Click for more information ( ) button on the topright corner of Action for Meetings, Agenda for Meetings, Attachment for Meetings, Decision for Meetings, Location for Meetings, Meeting for Meetings, and Note for Meetings tiles. 6

7 3. Select Remove to remove the from your SharePoint site. Figure 4: Removing. 4. Click OK in the confirmation pop-up window. 7

8 AvePoint Meetings Outlook Plug-In The AvePoint Meetings Outlook Plug-In (available in AvePoint Meetings for SharePoint 3.1 and later) is an optional add-in for Microsoft Outlook that synchronizes meetings created in Microsoft Outlook to the. AvePoint Meetings Outlook Plug-In Requirements Before installing the AvePoint Meetings Outlook Plug-In, every end-user computer using the AvePoint Meetings Outlook Plug-In must meet the following requirements: Microsoft Outlook 2010 or Microsoft Outlook 2013 is installed on the computer..net Framework Version 4.5 or above is installed on the computer that will host this add-in. The AvePoint_Outlook_Plugin.zip file or the setup.exe of the AvePoint _Meetings_Outlook_AutoUpdate_Plugin.zip has been downloaded and extracted to every end-user computer that will use this add-in. Visual Studio 2010 Tools for Office is downloaded and installed on the computers that will host the AvePoint Meetings Outlook Plug-in. Refer to Installing Visual Studio Installing Visual Studio 2010 To install Visual Studio 2010, follow the steps below. 1. Download the Visual Studio 2010 Tools for Office.exe file to the computer where you are about to install AvePoint Meetings Outlook Plug-in. Download the executable file from the following address: 2. Double-click the Visual Studio 2010 Tools for Office.exe file. The extraction process automatically starts. After it completes, the Microsoft Visual Studio Tools for Office Runtime 2010 Setup interface appears. 3. Select the I have read and accepted the license terms. checkbox and then click Install. The Installation Progress interface appears. 4. Click Finish when the installation completes. Installing the AvePoint Meetings Outlook Plug-In Before installing the AvePoint Meetings Outlook Plug-In, ensure that you have met all of the prerequisites listed in AvePoint Meetings Outlook Plug-In Requirements. 8

9 To add the AvePoint Meetings Outlook Plug-In to Microsoft Outlook, complete the following steps: 1. Go to the directory where you extracted the AvePoint_Outlook_Plugin.zip file or the setup.exe file of the AvePoint _Meetings_Outlook_AutoUpdate_Plugin.zip. *Note: Go to to download the setup.exe file of the AvePoint _Meetings_Outlook_AutoUpdate_Plugin.zip. 2. Click the setup.exe file in the extracted folder. The Microsoft Office Customization Installer pop-up window appears. *Note: AvePoint Meetings Outlook Plug-In will be installed automatically if you click the setup.exe file of the AvePoint _Meetings_Outlook_AutoUpdate_Plugin.zip. 3. View the Name, From, and Publisher of AvePoint Meetings Outlook Plug-In, and then click Install to start the installation. 4. After the installation successfully completes, click Close. 5. Restart Microsoft Outlook to load the add-in: a. Locate Microsoft Outlook on your system, and then simultaneously press Shift on the keyboard and double-click Microsoft Outlook to open it. b. After Microsoft Outlook opens and loads, close Microsoft Outlook. c. Proceed to the next section to activate your add-in. *Note: If you have installed the AvePoint Meetings Outlook Plug-In by clicking the setup.exe file of the AvePoint _Meetings_Outlook_AutoUpdate_Plugin.zip, when a newer version of the AvePoint Meetings Outlook Plug-In is available, it will be updated automatically when Microsoft Outlook is opened. Activating the Installed AvePoint Meetings Outlook Plug-In After installing the AvePoint Meetings Outlook Plug-In, activate the installation by completing the following steps: 1. After closing Microsoft Outlook (as described in the last step of the previous section), re-open the application. 9

10 2. Navigate to File > Options > Add-Ins. Figure 5: Navigating to File > Options > Add-Ins. 3. Verify whether or not AvePoint Meetings Outlook PlugIn is under the Active Application Addins heading of the Add-ins field. If AvePoint Meetings Outlook PlugIn is under the Active Application Add-ins heading, the AvePoint Meetings Outlook Plug-In is successfully installed on your Microsoft Outlook. If AvePoint Meetings Outlook PlugIn is under the Inactive Application Add-ins heading, complete the following steps to re-install it: i. In the lower-left corner of the Outlook Options interface, keep the default COM Add-ins in the Manage drop-down list. Figure 6: The COM Add-ins in the Manage drop-down list. 10

11 ii. Click Go... The COM Add-Ins pop-up window appears. Figure 7: The COM Add-Ins pop-up window. iii. Select AvePoint Meetings Outlook PlugIn from the Add-Ins available field, and then click Remove to remove it. The AvePoint Meetings Outlook Plug-In is removed from Microsoft Outlook. iv. Open the Control Panel, click Uninstall a program to uninstall AvePoint Meetings Outlook Plug-In from your computer. v. Select AvePoint Meetings Outlook PlugIn, and then click Uninstall to uninstall it. vi. Follow the steps in Installing the AvePoint Meetings Outlook Plug-In to install the add-in again. vii. If the same issue still occurs after you have tried again, contact an AvePoint representative for help. If AvePoint Meetings Outlook PlugIn is under the Disabled Application Add-ins heading, complete the following steps to enable it. i. In the lower-right corner of Outlook Options interface, select Disabled Items in the Manage drop-down list. Figure 8: Selecting Disabled Items in the Manage drop-down list. ii. Click Go... The Disabled Items pop-up window appears. iii. Select AvePoint Meetings Outlook PlugIn, and then click Enable to enable it. 11

12 Uninstalling the AvePoint Meetings Outlook Plug-In To uninstall AvePoint Meetings Outlook Plug-In, complete the following steps: 1. Open the Control Panel, click Uninstall a program to uninstall AvePoint Meetings Outlook Plug- In from your computer. Figure 9: Uninstalling a program in the Control Panel interface. 2. Select AvePoint Meetings Outlook PlugIn, and then click Uninstall to uninstall it. Figure 10: Uninstalling the AvePoint Meetings Outlook PlugIn. 12

13 AvePoint Meetings for Azure AD AvePoint Meetings for Azure AD (available in AvePoint Meetings and later) must be added if you plan to send notifications when creating or editing meetings in AvePoint Meetings for SharePoint Online. Before You Begin To add AvePoint Meetings for Azure AD to an Active Directory, create a Microsoft Azure Active Directory first. A Microsoft Azure Active Directory will be created automatically after you create an Azure subscription using the Azure tenant. *Note: An Office 365 account is an Azure tenant in Microsoft Azure. Complete the following steps to create an Azure subscription. 1. Log into Microsoft Azure. The Microsoft Azure Sign up interface appears. *Note: Make sure the login user is the administrator of your organization in Office Enter the corresponding information in the About you, Mobile verification, Payment information fields and select the checkbox in the Agreement field. Click Sign up to create a subscription. 3. Click Portal on the top right corner of the site. The Microsoft Azure Tour pop-up window appears. 4. View the information in the pop-up window and then click X to close it. 5. The created Active Directory is listed on the Microsoft Azure all items interface. All of the active users of the organization where the login user belongs are listed in this Active Directory. Adding AvePoint Meetings for Azure AD Refer to the AvePoint Meetings User Guide for when AvePoint Meetings for Azure AD needs to be added and how to add it. Deleting AvePoint Meetings for Azure AD To delete the AvePoint Meetings for Azure AD, complete the following steps: 1. Log into Office 365. *Note: Make sure the login user is the administrator of your organization in Office

14 2. Navigate to Admin > Azure AD. The Microsoft Azure all items interface appears. *Note: Log into Microsoft Azure with the same account if the Microsoft Azure login interface appears. 3. Click the Active Directory where AvePoint Meetings for Azure AD is added. 4. Click APPLICATIONS on the ribbon and you can see all of the applications that are in the Active Directory. 5. Click AvePoint Meetings. 6. Click MANAGE ACCESS at the bottom of the interface. The Manage Access interface appears. 7. Click Remove access, and then click the check mark at the lower-right corner to delete the AvePoint Meetings for Azure AD. 14

15 Notices and Copyright Information Notice The materials contained in this publication are owned or provided by AvePoint, Inc. and are the property of AvePoint or its licensors, and are protected by copyright, trademark and other intellectual property laws. No trademark or copyright notice in this publication may be removed or altered in any way. Copyright Copyright AvePoint, Inc. All rights reserved. All materials contained in this publication are protected by United States and international copyright laws and no part of this publication may be reproduced, modified, displayed, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written consent of AvePoint, 3 Second Street, Jersey City, NJ 07311, USA or, in the case of materials in this publication owned by third parties, without such third party s consent. Notwithstanding the foregoing, to the extent any AvePoint material in this publication is reproduced or modified in any way (including derivative works and transformative works), by you or on your behalf, and then such reproduced or modified materials shall be automatically assigned to AvePoint without any further act and you agree on behalf of yourself and your successors, assigns, heirs, beneficiaries, and executors, to promptly do all things and sign all documents to confirm the transfer of such reproduced or modified materials to AvePoint. Trademarks AvePoint, DocAve, the AvePoint logo, and the AvePoint Pyramid logo are registered trademarks of AvePoint, Inc. with the United States Patent and Trademark Office. These registered trademarks, along with all other trademarks of AvePoint used in this publication are the exclusive property of AvePoint and may not be used without prior written consent. Microsoft, MS-DOS, Internet Explorer, Microsoft Office SharePoint Servers 2007/2010/2013, SharePoint Portal Server 2003, Windows SharePoint Services, Windows SQL server, and Windows are either registered trademarks or trademarks of Microsoft Corporation. Adobe Acrobat and Acrobat Reader are trademarks of Adobe Systems, Inc. All other trademarks contained in this publication are the property of their respective owners and may not be used without such party s consent. Changes The material in this publication is for information purposes only and is subject to change without notice. While reasonable efforts have been made in the preparation of this publication to ensure its accuracy, AvePoint makes no representation or warranty, expressed or implied, as to its completeness, accuracy, or suitability, and assumes no liability resulting from errors or omissions in this publication or from the use of the information contained herein. AvePoint reserves the right to make changes in the Graphical User Interface of the AvePoint software without reservation and without notification to its users. AvePoint, Inc. Harborside Financial Center, Plaza 10 3 Second Street, 9th Floor Jersey City, New Jersey USA 15

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