CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION

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1 You can read the recommendations in the user guide, the technical guide or the installation guide for CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2. You'll find the answers to all your questions on the CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 in the user manual (information, specifications, safety advice, size, accessories, etc.). Detailed instructions for use are in the User's Guide. User manual CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 User guide CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 Operating instructions CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 Instructions for use CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 Instruction manual CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 You're reading an excerpt. Click here to read official CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 user guide

2 Manual abstract: 2 User Guide D December 2010 Contents Contents Introduction Meeting Management Creating a New Meeting.

3 . 4 Using Direct Resource Booking Using Asynchronous Booking. 5 Editing Meetings

4 ... 5 Deleting Meetings. 5 Modifying Meetings from Cisco TMS.. 6 Using the Resource's Calendar Directly Cisco TMSXE User Guide (2. 2) Page 2 of 11 Introduction Cisco TMS Extension for Microsoft Exchange (Cisco TMSXE) is an optional add-on to the Cisco TelePresence Management Suite (Cisco TMS). This integration gives you the ability to schedule video conferences and invite participants directly from your Microsoft Outlook client while viewing availability information of resources regardless of where meetings are created. Booking meetings in Outlook that include video conferencing resources is done using the same steps as booking traditional meeting room/resource. Cisco TMSXE User Guide (2.2) Page 3 of 11 Meeting Management This section will provide a brief primer on how to create, modify, and delete videoconference meetings using Outlook. Creating a New Meeting 1. Create a new meeting invitation. A new invitation can be started via the New button in your toolbar, from the File Menu under File > New or by double-clicking a time-slot in your calendar. Note that if you do not see the To: line and button, you have opened an appointment request. Switch to a meeting request by clicking the Invite Attendees button in the toolbar.

5 2. Using the drop-down menus, set the Start and End time for your meeting. If your meeting will be a recurring meeting, click the Recurrence button to set the options for the meeting. 3. Click the To: button to invite attendees. Using the Show Names from the drop-down, you can choose from various Address Books created by the administrator to browse through. 4. Choose the people you wish to invite to the meeting by selecting their name, and clicking the Required or Optional buttons. Optionally you can type their name into the fields directly. 5. To book a room or video system, do the same as above to select a room/system but put them in the Resources field. You can mix and match people and rooms in a meeting request, including multiple rooms/systems. People go into Required or Optional fields, rooms/systems go in the Resources field. There is no need to try to book MCUs or Gateways, as they will be handled automatically by Cisco TMS. 6. Click OK to save the participants and return to the meeting request. 7. By clicking on the Scheduling tab, you can view the free/busy information for all of the meeting's invitees. Ensure everyone is free during the requested time period, or adjust the meeting's start and end times as necessary. 8. When finished, press the Send button to save the meeting and send out the invitations. As the booking process from here on varies slightly depending on whether Cisco TMSXE is using the Direct Resource Booking model, it is explained separately for each model. Using Direct Resource Booking Outlook will pause here as it attempts to save the meeting in the calendars of the rooms/systems you invited. If successful you will get a pop-up window Note: It is recommended that you do NOT check the checkbox to hide this message. This message means the rooms/systems have been successfully booked and the meeting has been saved in your calendar. People you have invited to the meeting have been sent an invite and can respond individually to your request. Shortly after saving the meeting, you as the meeting organizer will get an message from Cisco TMSXE providing you with the details about your scheduled video meeting, including dialing information. Cisco TMSXE User Guide (2.2) Page 4 of 11 If for some reason the meeting request is rejected by one of the rooms/systems, the pop-up message will not appear, the meeting request will stay open, and you will get an message from Cisco TMSXE providing additional detail on why the meeting was rejected. Make adjustments to your meeting as necessary and click Save to try to rebook your meeting and the same saving process will repeat. Using Asynchronous Booking Shortly after saving the meeting, you should expect to get the meeting accept/reject s from the rooms and people you invited to the meeting. If a room/system rejects the meeting due to some reason with the video conference, you will receive an additional immediately afterwards from the Cisco TMSXE integration providing more details on why the meeting was rejected. If the meeting was accepted by the rooms/systems, you as the meeting organizer will get an message from Cisco TMSXE providing you with the details about your scheduled video meeting, including dialing information. edit a meeting: 1. Open the event in your calendar by double-clicking on it. 2. your selection and click OK. 3. your selection and click OK. 3. should take care when editing or deleting calendar entries directly in a resource's calendar when a meeting includes a mix of people and resources. This is because in Outlook Calendaring, changes made in the calendar directly will not update the Outlook calendars of other users who may be part of the meeting. Any resources included in the meeting will be updated as the Cisco TMS meeting is also updated with any changes, but user's calendars are never touched by the Integration. Be sure the meeting organizer can send updated information out to attendees. Cisco TMSXE User Guide (2.2) Page 6 of 11 Using the TANDBERG Form When using the standard Outlook Appointment forms, meetings created using Outlook will be booked in Cisco TMS using the conferencing defaults defined by the administrator. Conference settings such as bandwidth, encryption, and call setup type will use the default values defined in Cisco TMS. Cisco TMS's call routing logic will automatically handle assigning MCUs, protocols, and gateways as required. This frees users from having to worry about technical details. If the administrator has made it available, the TANDBERG custom form replaces the standard Outlook Appointment form and adds a new TANDBERG tab to the meeting entry. This tab allows additional functionality beyond the standard form including the ability to override the conference defaults and invite external video or audio participants to the conference. To use the form, select the TANDBERG tab in the calendar entry and make changes as desired. Any values left as Default will use the default setting as defined in Cisco TMS by the administrator. An existing meeting can be edited with changes on the TANDBERG tab. Be sure to use the Send Update button when saving changes to an existing meeting. Description of Form Fields A brief description of each setting in the form is listed below. For further information on topics discussed here such as bandwidth and Picture Mode, please refer to the Cisco TMS documentation. Setting Quality Description The bandwidth to use for the conference. You're reading an excerpt. Click here to read official CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 user guide

6 Powered by TCPDF ( Default will use the default settings in Cisco TMS for ISDN, IP, and Telepresence calls, as configured by the administrator. The video layout to use for a multipoint conference Options: Cisco TMSXE User Guide (2.2) Picture Mode Reservation Type Reservation only (only the rooms are reserved) Manual connect (conference routing is set up, but not automaticalnce Content Server if the system has been integrated with Exchange. The Content Server will appear like another room and should be scheduled like any other room. If you need to customize the booking with specific recording aliases, you should create the meeting in Cisco TMS instead of Outlook. Q: Can I book meetings using Outlook Web Access? (OWA) A: If your administrator and installation allow Asynchronous booking, you can create bookings including integrated rooms/systems using OWA. Direct Resource Booking and the TANDBERG custom form are not supported by OWA. Cisco TMSXE User Guide (2.2) Page 9 of 11 Checking for updates and getting help Cisco recommends registering your product at com/video-conferencingservices.jsp in order to receive notifications about the latest software and security updates. New feature and maintenance releases are published regularly, and we recommend that your software is always kept up to date. If you experience any problems when configuring or using Cisco TMS Extension for Microsoft Exchange, consult the documentation at for an explanation of how its individual features and settings work. You can also check the support site at to make sure you are running the latest software version. You or your reseller can also get help from our support team by raising a case at Make sure you have the following information ready: the software build number your contact address or telephone number Cisco TMSXE User Guide (2.2) Page 10 of 11 THE SPECIFICATIONS AND INFORMATION REGARDING THE PRODUCTS IN THIS MANUAL ARE SUBJECT TO CHANGE WITHOUT NOTICE. ALL STATEMENTS, INFORMATION, AND RECOMMENDATIONS IN THIS MANUAL ARE BELIEVED TO BE ACCURATE BUT ARE PRESENTED WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. USERS MUST TAKE FULL RESPONSIBILITY FOR THEIR APPLICATION OF ANY PRODUCTS. THE SOFTWARE LICENSE AND LIMITED WARRANTY FOR THE ACCOMPANYING PRODUCT ARE SET FORTH IN THE INFORMATION PACKET THAT SHIPPED WITH THE PRODUCT AND ARE INCORPORATED HEREIN BY THIS REFERENCE. IF YOU ARE UNABLE TO LOCATE THE SOFTWARE LICENSE OR LIMITED WARRANTY, CONTACT YOUR CISCO REPRESENTATIVE FOR A COPY. The Cisco implementation of TCP header compression is an adaptation of a program developed by the University of California, Berkeley (UCB) as part of UCB's public domain version of the UNIX operating system. All rights reserved. Copyright 1981, Regents of the University of California. and the Cisco Logo are trademarks of Cisco Systems, Inc. and/or its affiliates in the U.S. and other countries. party trademarks mentioned are the property of their respective owners. The use of the word partner does not imply a partnership relationship between Cisco and any other company. (1005R) Any Internet Protocol (IP) addresses and phone numbers used in this document are not intended to be actual addresses and phone numbers. Any examples, command display output, network topology diagrams, and other figures included in the document are shown for illustrative purposes only. Any use of actual IP addresses or phone numbers in illustrative content is unintentional and coincidental. Cisco TMSXE User Guide (2.2) Page 11 of 11. You're reading an excerpt. Click here to read official CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 user guide

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