Configuring Outlook and Installing Communicator, Live Meeting, Add in for Outlook, and the Recording Converter

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1 Configuring Outlook and Installing Communicator, Live Meeting, Add in for Outlook, and the Recording Converter This document assumes you have Microsoft Office 2007 installed but not configured. You will have to configure Office so that Outlook is usable anywhere, not just on the VPN. However, to do so you must first be on the VPN (or have the actual computer at Vanderbilt on the Vanderbilt computer network). After you get Outlook configured for anywhere, you will be able to run real Outlook (not just the web version) from anywhere on the Internet that this computer resides WITHOUT having to log into the VPN first. So, the first thing you need to do is VPN into Vanderbilt. The procedures for doing so are different depending on whether you are a main campus employee or a medical center employee (Medical Center includes faculty from Nursing and Medicine). Check with your local technical support person to figure out the best way for you to VPN to the network. Configuring Outlook to Run Anywhere Assuming you are now VPN d into the network, you will bring up Outlook for the first time. The way you do this will seem a little odd but it does work. Bring up the Windows Control panel. If you are running Vista, put it in classic mode. If you are running 7 run large or small icons. If you are in XP just look for the correct icon. The correct icon to look in all three control panels says Mail or Mail 32 bit. Click it. 1

2 Click Add 2

3 Type in about anything you want as profile name but keep it to letters and numbers only. No spaces or funky characters. Click OK. Check the manually configure checkbox towards the bottom and click Next. 3

4 Check the Microsoft Exchange radio button and click Next. 4

5 Where it asks for the server name put in ds.vanderbilt.edu. make sure the Use Cached Exchange Mode is checked. Put in your VUNetID where it asks for user name and click Check Name. 5

6 Put in your VUNetID and epassword where requested. Pre pend Vanderbilt\ BEFORE your username. That returns this window. Click More Settings. 6

7 You will see the following window. Press the Connection tab at the top. 7

8 Make sure the first radio button is selected and the checkbox Connect ot Microsoft Exchange using HTTP is checked. Click Exchange Proxy Settings. 8

9 Put in .vanderbilt.edu in the first box. Make sure the Checkbox on slow networks is the only one checked. Then change the authentication to Basic Authentication as shown below. 9

10 Click Ok, and then OK on the Connection tab window. This will show the following window. Click Next. 10

11 You will see this screen and you are done after you click Finish. 11

12 Now, if it turns out that Outlook has already been configured, go here and follow all of these steps starting at the top. Again you will have to be on the VPN this one time to do all of this. Now you can exit the vpn, find the Outlook start button in the program menu and click it. Be patient, if your mailbox is large it may take some time to come up. Eventually you will see: 12

13 You may get this dialog box. If so click no. And your mailbox comes up. Congratulations, the hard part is done. 13

14 Now we need to download and install Communicator, Live Meeting, and the Add in to schedule meetings. Optionally you may also want to install the movie transcoder that turns your recording of your meeting into a WMV file that can later be posted online. First, you will need Communicator. That you will get from your local support provider. We cannot post it on a public website because, outside of Vanderbilt, it is not free. We are able to distribute it free of charge within the Vanderbilt community because of the campus agreement signed with Microsoft effective July 1, You are not allowed to distribute Communicator outside of that license to anyone else. Communicator Click on the Communicator (Communicator.msi if you have file extensions showing)icon and accept the terms and take the defaults. It will install in under 30 seconds. ( I have already downloaded the other components but will discuss where to find those shortly.) To test it out, go to the start menu and find Office Communicator and click on it. Where it asks for sign in address put in your address. NOTE: your keyboard may appear to lock up and not allow you to type anything in that box. Just wait a couple of minutes and you will be able to. Then click Sign In. After a few seconds you will see this box. Fill in your username (with Vanderbilt\ before it) and your epassword and click Sign In. 14

15 You will then see the Office Communicator screen. At this point you know that Communicator has installed successfully. 15

16 You may close communicator and exit it by right clicking the icon on the task bar and selecting Exit. Now make sure that Outlook is closed (and not just minimized on the taskbar). We will now download the other pieces you need to get this configured. Go here: Scroll right and down and you will see the Live Meeting grouping in the gold area. You will click on the Download Live Meeting 2007 choice, the Download Live Meeting Add in for Outlook choice, and, optionally, the Recording Converter for Live Meeting Let s do the first one, Live Meeting. 16

17 Live Meeting Scroll to the bottom and click Download Live Meeting

18 When you see this click Save. 18

19 Add in for Outlook Remember where you save it. Go back to the gold screen and click the next one (the add in). Scroll to the bottom and click the 32 bit add in. Again, save it. 19

20 Recording Converter Let s go back and get the optional recording converter. Scroll to the bottom and click the download recording converter link. Again, save it. 20

21 Now install all 3 applications, one right after another Click on LMSetup to install Live Meeting. It will install it in under 60 seconds. Now click on ConfAddins Setup. Click Next on the first screen, then click close on the final screen about 30 seconds later. Then click on lm2movie. You will need the.net framework installed. If you have windows Vista or 7 it most likely is. If you have XP it is not. 21

22 Dot Net Framework (needed for XP) If it prompts you that you do not have the.net framework installed go here: us/netframework/aa aspx Scroll down until you see the Install It Now button. Click it. 22

23 That will bring up this page. Scroll down slightly to the download button and click it. 23

24 Click Save. You will see the icon as the dotnetfx icon. Double click it to run it. Accept the terms and run it. You will then see this. 24

25 At the end it will give you a completion screen. Now go back and click on lm2movie. Accept the terms and click Next. 25

26 Take the default settings and location. At the end you will get a finish screen. Testing out the Add in For Outlook Now bring up Outlook from the Start Programs Menu. Where it asks, login in by putting in your epassword (make sure Vanderbilt\ precedes your VUNetID. 26

27 You will get this dialog box. Click OK: If it then gives you other choices to install components, select No. You will now be in Outlook. Close Outlook by clicking the X on the upper right. Launch Outlook one more time. After logging in compare this screen with the previous one. You now have three extra clickable areas at the top: Meet Now, Schedule a Live Meeting, and Schedule a Conference Call. 27

28 Congratulations. Your machine is now completely and correctly setup to: 1. Check using the real Outlook client anywhere on the Internet 2. Schedule a Live Meeting 3. Participate in a Live Meeting 4. Convert a recording of a Live Meeting 5, Participate in a Communicator event Last revised: :JSG 28

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