HPE MyRoom Outlook Add-in Quick Reference Guide

Transcription

1 HPE MyRoom Outlook Add-in Quick Reference Guide Installation The HPE MyRoom Add-in is compatible with Microsoft Outlook 2010, 2013, 2016, and Office 365 Close Outlook Either: Go to Select Help & Support tab Click Download the Outlook add-in under Quick Links Installation Or: Go to Outlook Click Download button Launch and follow the wizard Reopen Outlook March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 1 of 8

2 Using the Add-in Open a New Meeting in Outlook Click arrow underneath HPE MyRoom icon on ribbon Select Options Connect to HPE MyRoom Enter address and password associated with MyRoom account Click OK button Note: It is not necessary to repeat this process the next time you use the Addin March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 2 of 8

3 Using the Add-in (continued) Click HPE MyRoom icon to open the Add-in panel Select: Date Start and end time * Room Type of keys to include in invitation Fill in To field Subject field (event name) * Refer to the Events Quick Reference Guide or HPE MyRoom Help documentation for information about event durations. Optional: Teleconference/Other info Set reminder Attach file(s) Add information such as agenda in body of invitation Create New Meeting in Outlook calendar Click Send button Event will be created in your MyRoom account Event details, including keys and key links, will be listed in the calendar meeting Meeting invitation will be sent to attendees March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 3 of 8

4 Using the Add-in (continued) Events created with the Add-in must be modified with the Add-in Open calendar meeting Open the HPE MyRoom panel Modify as needed: o List of attendees o Duration o Subject o Teleconference/Other info o Date o Choice of keys to be included o Time o Information in body of invitation Do not modify details between -=-=-= HPE MyRoom Info =-=-=and -=-=-= HPE MyRoom Info End =-=-=-. o Information between those two lines is maintained and updated by the MyRoom server Click Send Update button o Event will be updated in your MyRoom account o Updated event details will be listed in the calendar meeting o Updated meeting invitation will be sent to attendees Update meetings and events March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 4 of 8

5 Using the Add-in (continued) Events created with the Add-in must be cancelled with the Add-in Open calendar meeting Open the HPE MyRoom panel Click Cancel Meeting button Cancel meetings and events Click Send Cancellation button Event will be deleted from your MyRoom account Cancellation notice will be sent to attendees Note: Deleted events cannot be recovered so be sure event should be cancelled before taking this step March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 5 of 8

6 Constraints MyRoom events that are scheduled using the Outlook Add-in should be modified or cancelled using the Add-in Changes made in MyRoom will not be passed to Outlook or attendees The Add-in panel needs to be open when modifying or cancelling a calendar meeting. If not, Changes will not be passed to MyRoom Details will not be updated in invitation Constraints Send, Send Update, or Send Cancellation must be clicked to prompt the MyRoom server. If not, Outlook invitation will not correspond to MyRoom event Available rooms list includes only rooms you own Rooms for which you have Room Administrator access are not included March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 6 of 8

7 Troubleshooting ISSUE Outlook Add-in does not connect to MyRoom server, test connection RECOMMENDATION Test connection by going to MyRoom home page at MyRoom home page cannot be reached There may be a problem with network connection to the server MyRoom home page opens properly Log into your MyRoom account via blue Login button on the right Cannot log into MyRoom account Contact HPE Virtual Delivery Service Desk for assistance see Help & Support tab for contact information Troubleshooting Able to log into MyRoom account but unable to open a room Contact HPE Virtual Delivery Service Desk for assistance see Help & Support tab for contact information Add-in is connected to MyRoom server but repeatedly fails to respond to commands Connection to server may have timed out. Refresh it with these steps: Exit Outlook Restart Outlook March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 7 of 8

8 Close Outlook Open Control Panel Select Uninstall a program Uninstalling Scroll to and select HPE MyRoom Add-In for Microsoft Outlook Click the Uninstall button above the list of programs to open the Setup wizard Uninstalling Follow the wizard Reopen Outlook March 2016 HPE MyRoom Quick Reference Guide Outlook Add-in Page 8 of 8