Avaya Meeting Exchange for Microsoft Applications Release 5.0 User Guide

Transcription

1 Avaya Meeting Exchange for Microsoft Applications Release 5.0 User Guide Release 5.0 August 2007 Issue 1

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3 Contents Chapter 1: Introduction Roles of a conference user Audience Chapter 2: Using Office Communicator with Microsoft Adapter Configuring your account details for Office Communicator (leader only) Using audio conferencing with Office Communicator Starting a new conference (leader only) Joining a conference (leader or attendee) Using the Conversation screen to invite users to a conference (leader only). 14 Dialing other Office Communicator users from a conference (leader only).. 15 Dialing in to a conference (leader or attendee) Rejoining a conference (leader or attendee) Exiting from a conference without ending the conference (leader or attendee) 17 Using the conference controls Chapter 3: Using Live Meeting with Microsoft Adapter Scheduling a conference in Live Meeting (administrator only) Using audio conferencing with Live Meeting Joining a conference by invitation from the leader (leader or attendee) Joining a conference from a Live Meeting site (administrator only) Dialing out to an attendee (leader only) Dialing in to a conference (leader or attendee) Recording a conference Stopping a conference recording Pausing a conference recording Stopping a conference Joining or rejoining an audio conference from a Web conference Exiting from a conference without ending the conference (leader or attendee) 28 Ending a conference (leader only) Using the conference features Chapter 4: Introduction to Conference Scheduler for Microsoft Outlook Chapter 5: Installing Conference Scheduler for Microsoft Outlook Network Installation Installing Pre-requisites If you are using Microsoft Outlook If you are using Microsoft Outlook SMS Avaya Meeting Exchange 5.0 for Microsoft Applications August

4 Contents Outlook Updates Chapter 6: Using Conference Scheduler for Microsoft Outlook Setting up an On-demand Conference Booking a Scheduled Conference Editing a Conference Deleting a Conference Microsoft Outlook in Offline Mode Chapter 7: Conference Scheduler Keypad Codes Moderator Key Maps Participant Key Maps Index Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

5 Chapter 1: Introduction Microsoft Adapter integrates with Microsoft Office Live Communications Server (LCS) 2005 to provide audio connectivity between the Microsoft Office Communicator or Microsoft Office Live Meeting client application and an Avaya audio conferencing bridge. Microsoft Adapter is compatible with Microsoft Office Communicator 2005, version 1.0, Microsoft Office Live Meeting 2005, version 7, and the Mx software installed on an Avaya audio conferencing bridge. Roles of a conference user This guide uses the following terms to describe the roles of a conference user: Conference leader. A person who is authorized to control all the users of the conference. A conference can have more than one leader. Conference presenter. A person who is chosen by the leader to present the conference. A conference leader might add a presenter at the time of scheduling the conference, or might promote an attendee as the presenter, after that attendee has joined the conference. This role is only applicable to users of Live Meeting. Conference attendee. A person with no privileges to control other users of the conference. A conference leader controls all the attendees of the conference. Audience This guide is for conference presenters or organizers and attendees who use the Office Communicator or Live Meeting client application to attend audio conferences. This guide assumes that Microsoft Office Communicator 2005 and Microsoft Live Meeting 2005 are already installed on the user's computer. Avaya Meeting Exchange 5.0 for Microsoft Applications August

6 Chapter 1: Introduction 6 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

7 Chapter 2: Using Office Communicator with Microsoft Adapter This chapter contains the following sections: Configuring your account details for Office Communicator (leader only) Using audio conferencing with Office Communicator Configuring your account details for Office Communicator (leader only) 1. Log in to Office Communicator. The system displays the Office Communicator screen. 2. On the Actions menu, click Options. The system displays the Options screen (Figure 1). Avaya Meeting Exchange 5.0 for Microsoft Applications August

8 Chapter 2: Using Office Communicator with Microsoft Adapter Figure 1: The Options screen 3. Click the Accounts tab. 4. In the Sign-in name field, in the My account name area, enter your sign-in name. Use the form where username is your name as configured in Active Directory and domainname is the domain in which the Office Communicator clients and Active Directory are configured. 5. In the Conferencing information area, enter the following information. You can get this information from the system administrator. Conference ID. The ID of the conference in the form <toll-free number.participantcode> where, toll-free number is the DNIS number of the bridge. It is important to separate these two values with a period. Leader code. The code to join the conference as a leader. Enter this code only if you are a conference leader. Participant code. The code to join the conference as an attendee. Domain. The fully qualified domain name (FQDN) of the Microsoft Adapter server. Toll. The toll telephone number of the audio conference bridge. Toll free. The DNIS number of the audio conference bridge. 6. In the My account name area, click Advanced. The system displays the Advanced Connection Settings screen (Figure 2). 8 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

9 Configuring your account details for Office Communicator (leader only) Figure 2: The Advanced Connection Settings screen 7. Select Configure settings. 8. In the Server name or IP address fields, perform one of the following actions: If you belong to an enterprise, where all the Office Communicator users are located in different domains, enter the fully qualified domain name (FQDN) of the access proxy server. If the Office Communicator users are all in the same domain, enter the IP address or FQDN of the Live Communications Server (LCS). 9. Perform one of the following actions: If the Office Communicator users are in different domains, and when an access proxy server is used, select TLS. If the Office Communicator users are all in the same domain, and when an access proxy server is not used, select TCP or TLS. 10. Click OK. 11. To save the configuration details, click OK on the Options screen. 12. To verify the new settings, log out and then log in to Office Communicator. Avaya Meeting Exchange 5.0 for Microsoft Applications August

10 Chapter 2: Using Office Communicator with Microsoft Adapter Using audio conferencing with Office Communicator The following sections describe: Starting a new conference (leader only) Joining a conference (leader or attendee) Using the Conversation screen to invite users to a conference (leader only) Dialing other Office Communicator users from a conference (leader only) Dialing in to a conference (leader or attendee) Rejoining a conference (leader or attendee) Exiting from a conference without ending the conference (leader or attendee) Starting a new conference (leader only) The Start New Conference feature uses the information that you entered when you configured your account details for Office Communicator. For more information, see Configuring your account details for Office Communicator (leader only) on page Open the Office Communicator screen. 2. On the Actions menu, click More > Start a New Conference. The system displays the Join the Conference screen and the Connecting to conference message. 3. To specify the telephone number at which the conferencing service calls you back to join the conference, perform one of the following actions: In the Call me back at area, click the appropriate telephone number from the list (Figure 3). 10 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

11 Using audio conferencing with Office Communicator Figure 3: The Join the Conference screen If the required telephone number is not in the list, click Other Phone Number. The system displays the New Phone Number screen. In the Phone number field, enter your callback number. Use the form +<country code or region code> <area code or city code> <telephone number>. Click OK (Figure 4). Figure 4: The New Phone Number screen 4. Answer the callback call. An announcement asks you to press any of the following keys on the telephone keypad to join the conference: One or more numeric keys, followed by the pound sign (#). The asterisk sign (*). The pound sign (#). Note that if you do not press any key before the time interval elapses, you must start the procedure again. After you join the conference successfully, the system displays the Conversation screen (Figure 5). Avaya Meeting Exchange 5.0 for Microsoft Applications August

12 Chapter 2: Using Office Communicator with Microsoft Adapter Figure 5: The Conversation screen Joining a conference (leader or attendee) 1. Open the Office Communicator screen. 2. On the Actions menu, click More > Join an Existing Conference. The system displays the Enter Conference Information screen (Figure 6). 12 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

13 Using audio conferencing with Office Communicator Figure 6: The Enter Conference Information screen 3. Enter the following information: Conference address. The conference address in the form sip:toll-free number or toll Participant passcode. The code to join the conference. This field is mandatory for both the leader and the participant. Leader passcode. The code to join the conference as a leader. Enter this code only if you are a conference leader. 4. Click OK. The system displays the Join the Conference screen and the Connecting to conference message. 5. To specify the telephone number at which the conferencing service calls you back to join the conference, perform one of the following actions: In the Call me back at area, click the appropriate telephone number from the list (Figure 3). If the required telephone number is not in the list, click Other Phone Number. The system displays the New Phone Number screen. In the Phone number field, enter your callback number. Use the form +<country code or region code> <area code or city code> <telephone number>. Click OK (Figure 4). 6. Perform one of the following actions: To initiate the callback operation on the specified number, click GO. To cancel the callback operation, click Stop. 7. Answer the callback call. An announcement asks you to press any of the following keys on the telephone keypad to join the conference: One or more numeric keys, followed by the pound sign (#). The asterisk sign (*). Avaya Meeting Exchange 5.0 for Microsoft Applications August

14 Chapter 2: Using Office Communicator with Microsoft Adapter The pound sign (#). Note that if you do not press any key before the time interval elapses, you must start the procedure again. After you join the conference successfully, the system displays the Conversation screen (Figure 5). Using the Conversation screen to invite users to a conference (leader only) 1. Open the Conversation screen of Office Communicator. The Conversation screen is also known as the Instant Message (IM) screen (Figure 7). Figure 7: The Conversation screen or IM screen 2. Perform one of the following actions: On the Actions menu, click Invite Someone to Join This Conversation. On the toolbar, click the Invite someone to join this conversation symbol ( ). The system displays the Invite Someone to Join This Conversation screen (Figure 8). 14 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

15 Using audio conferencing with Office Communicator Figure 8: The Invite Someone to Join This Conversation screen 3. Perform one of the following actions: In the Contacts list, click the name of the person that you want to invite. In the Find field, type the name of the person that you want to invite and then click OK. The system sends an invitation to that person. To join the conference, the new attendee follows the procedure Joining a conference (leader or attendee) on page 12. Dialing other Office Communicator users from a conference (leader only) 1. Open the Conversation screen of Office Communicator. 2. Perform one of the following actions: On the Actions menu, click Invite Someone to Join This Conversation. On the toolbar, click the Invite someone to join this conversation symbol ( ). The system displays the Invite Someone to Join This Conversation screen (Figure 8). 3. Perform one of the following actions: Avaya Meeting Exchange 5.0 for Microsoft Applications August

16 Chapter 2: Using Office Communicator with Microsoft Adapter In the Contacts list, click the name of the person that you want to invite. In the Find field, type the name of the person that you want to invite and then click OK. The system sends an invitation to that person. 4. If the person does not respond to the invitation, you can use the conferencing service to call and invite that person to the conference. Right-click the name of the person in the Participants list. 5. On the shortcut menu, click Call Via Conferencing Service. Then perform one of the following actions: Click the appropriate telephone number in the list. To specify a number that is not in the list, click Other. The system displays the New Phone Number screen. In the Phone number field, enter your callback number. Use the form +<country code or region code> <area code or city code> <telephone number>. Click OK. 6. To initiate the callback operation on the specified number, click GO. Dialing in to a conference (leader or attendee) 1. From your telephone, call the toll/toll free number of the conference bridge. 2. Perform one of the following actions: If you are an attendee, enter the participant code and then the pound sign (#). If you are a conference leader, enter the leader code and then the pound sign (#). Office Communicator adds you to the conference and displays you as a Dialed-in-user on the Conversation screen. Rejoining a conference (leader or attendee) To rejoin a conference from which you previously exited, perform one of the following actions in the Conversation screen: Click Join Alt+J in the Instant Message area or type Alt+J on the computer keyboard. 16 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

17 Using the conference controls Exiting from a conference without ending the conference (leader or attendee) 1. In the Conference Controls area of the Conversation screen, click the Hang up symbol ( ). 2. To close the Conversation screen, click. When a leader exits from a conference without ending the conference: The leader continues to have access to the End Conference and Mute All conference features. The conference remains active until the last attendee exits. Using the conference controls This section describes how to use the conference controls. You can access the conference controls from the Conference Controls area on the Conversation screen (Figure 9). Avaya Meeting Exchange 5.0 for Microsoft Applications August

18 Chapter 2: Using Office Communicator with Microsoft Adapter Figure 9: The Conference Controls area on the Conversation screen You can use the conference controls to perform the following actions: Lock or unlock a conference (leader only). In the Conference Controls area, click the Lock Conference symbol ( ). Once a conference is locked, attendees or leaders cannot dial in to the conference. To unlock a conference, click the same symbol again ( ). You can also use the telephone keypad DTMF controls to lock or unlock a conference. The keypad sequence *7 locks and unlocks the conference. You can use DTMF and GUI commands within the same conference. For example, if you lock the conference using the DTMF command, you can unlock it using the GUI command. In order to have access to the lock or unlock feature, you must enable security when you book the conference. Mute all (leader only). In the Conference Controls area, click the Mute All symbol ( ). To unmute an attendee, right-click the attendee in the Participants list and click Un Mute. The Mute all feature mutes only the current users of the conference and displays users as Muted on the Conversation screen. New entrants to the conference are not muted. 18 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

19 Using the conference controls Mute me or unmute me (leader or attendee). In the Conference Controls area, click the Mute me symbol ( ). To unmute yourself, click the same symbol again ( ). You can also use the telephone keypad DTMF controls to access Mute me. The keypad sequence *6 mutes and unmutes the line. You can use DTMF and GUI commands within the same conference. For example, if you mute the line using the DTMF command, you can unmute it using the GUI command. Exit from a conference (leader or attendee). In the Conference Controls area, click the Hang up symbol ( ). For more information, see Exiting from a conference without ending the conference (leader or attendee) on page 17. End a conference (leader only). In the Conference Controls area, click the End Conference symbol ( ). Lecture Mode. The DTMF command *5 enables and disables lecture mode. This feature is available from the telephone keypad but not available from the GUI. Avaya Meeting Exchange 5.0 for Microsoft Applications August

20 Chapter 2: Using Office Communicator with Microsoft Adapter 20 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

21 Chapter 3: Using Live Meeting with Microsoft Adapter This chapter contains the following sections: Scheduling a conference in Live Meeting (administrator only) Using audio conferencing with Live Meeting Scheduling a conference in Live Meeting (administrator only) 1. To log in to Live Meeting Manager, enter your user login name and password in the appropriate fields. Click Login. The system displays the My Home screen (Figure 10). Avaya Meeting Exchange 5.0 for Microsoft Applications August

22 Chapter 3: Using Live Meeting with Microsoft Adapter Figure 10: The My Home screen 2. On the menu on the left, click Schedule Meeting. The system displays the Schedule Meeting screen. 3. Enter the following information: Attendees. Use the Address Book to select or type addresses. Separate each address with a semicolon. Presenters. Type the addresses of the conference leaders. Separate each address with a semicolon. Subject. Enter the purpose of the conference. Location. Enter the location of the conference. Start. Enter the start date. Use the form MM/DD/YYYY or click the Calendar symbol ( ) to select the date. End. Enter the end date. Use the form MM/DD/YYYY or click the Calendar symbol ( ) to select the date. Time Zone. Select the time zone in which the conference is scheduled from the list. Occurrence. Select the appropriate frequency for the conference from the list. 4. Click Meeting Options. The system displays the Meeting Options screen. 22 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

23 Using audio conferencing with Live Meeting 5. Select the required options. 6. In the Participant code field, enter the participant code. In the Leader code field, enter the leader code. 7. Click OK. The system displays the Schedule Meeting screen. 8. To send invitations to attendees through , click Send Invitations. The system sends the invitations to the attendees and automatically adds the invitations to the calendars of the attendees. The system displays the Meeting Details screen with information about the meeting that you just set up. Using audio conferencing with Live Meeting The following sections describe: Joining a conference by invitation from the leader (leader or attendee) Joining a conference from a Live Meeting site (administrator only) Dialing out to an attendee (leader only) Dialing in to a conference (leader or attendee) Recording a conference Stopping a conference recording Pausing a conference recording Joining or rejoining an audio conference from a Web conference Exiting from a conference without ending the conference (leader or attendee) Ending a conference (leader only) Joining a conference by invitation from the leader (leader or attendee) 1. In the invitation that you received, click Click Here to Join Live Meeting. The system displays the Join Meeting screen. 2. Enter your name, the meeting ID, and the meeting key (if required) in the appropriate fields. Avaya Meeting Exchange 5.0 for Microsoft Applications August

24 Chapter 3: Using Live Meeting with Microsoft Adapter 3. Click Join Meeting. The system displays the Audio and Recording Setup screen (Figure 11). Figure 11: The Audio and Recording Setup screen 4. To specify your callback number, click the down arrows ( ) that are to the right of the Join Conference button and enter your telephone number (Figure 12). Figure 12: The Audio and Recording Setup screen (expanded) 5. Click Join Conference. The system displays the Conference Call Role screen. 6. Perform one of the following actions: To join the conference as the leader, select Leader and enter the leader password or the PIN. To join the conference as an attendee, select Participant. 7. Click Join. Live Meeting calls you on your telephone. 8. Answer the callback call. An announcement asks you to press any of the following keys on the telephone keypad to join the conference: One or more numeric keys, followed by the pound sign (#). 24 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

25 Using audio conferencing with Live Meeting The asterisk sign (*). The pound sign (#). Note that if you do not press any key before the time interval elapses, you must start the procedure again. After you join the conference successfully, Live Meeting adds your name to the audio roster. Joining a conference from a Live Meeting site (administrator only) 1. Log in to Live Meeting Manager. The system displays the My Home screen. 2. In the Upcoming Meetings area, click the meeting that you want to join. The system displays the Meeting Details screen. 3. In the Actions area, perform one of the following actions: To join the conference as a presenter, click Join as Presenter. To join the conference as an attendee, click Join as Attendee. The system displays the Live Meeting screen. 4. On the Audio and Recording Setup screen, click Join Conference. The system displays the Conference Call Role screen. 5. Perform one of the following actions: To join the conference as the leader, select Leader and enter the leader password or the PIN. To join the conference as an attendee, select Participant. 6. Click Join. Live Meeting calls you on your telephone device. 7. Answer the callback call. An announcement asks you to press any of the following keys on the telephone keypad to join the conference: One or more numeric keys, followed by the pound sign (#). The asterisk sign (*). The pound sign (#). Avaya Meeting Exchange 5.0 for Microsoft Applications August

26 Chapter 3: Using Live Meeting with Microsoft Adapter Note that if you do not press any key before the time interval elapses, you must start the procedure again. After you join the conference successfully, Live Meeting adds your name to the audio roster. Dialing out to an attendee (leader only) 1. Join a conference as a leader. For more information, see Joining a conference by invitation from the leader (leader or attendee) on page On the Audio menu, click Call Someone. The system displays the Call Someone on the phone screen. 3. Enter the required information and click Call Now. Dialing in to a conference (leader or attendee) 1. From your telephone, call the toll/toll free number of the conference bridge. 2. Perform one of the following actions: If you are an attendee, enter the participant code and then the pound sign (#). If you are a conference leader, enter the leader code and then the pound sign (#). Live Meeting joins you to the conference and displays you as a Dialed-in-user on the Conversation screen. Recording a conference To record a conference, the Recording option must be enabled on the Meeting Options screen. Perform one of the following actions: On the Audio Recording Setup screen, click Start Recording. On the toolbar, click the Start Recording symbol ( ). Open the Live Meeting screen. On the Tools menu, click Recording > Start. 26 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

27 Using audio conferencing with Live Meeting Stopping a conference recording Perform one of the following actions: On the toolbar, click the Stop Recording symbol ( ) and then click Stop Recording. Open the Live Meeting screen. On the Tools menu, click Recording > Stop. The system stops recording the conference and displays the Stop Recording screen. To save, discard, or continue the recording, click the appropriate button in the Stop Recording screen. Pausing a conference recording Perform one of the following actions: On the toolbar, click the Pause Recording symbol ( ). Open the Live Meeting screen. On the Tools menu, click Recording > Pause. To resume recording, on the toolbar, click the same symbol again ( ). Stopping a conference Perform one of the following actions: On the toolbar, click the Stop Conference symbol. From the Actions menu, click Stop the Conference. The system stops the conference. Joining or rejoining an audio conference from a Web conference Perform one of the following actions: On the Audio menu, click Join Conference Call. On the toolbar, click the Join Conference Call symbol ( ) and then click Join Conference Call. Avaya Meeting Exchange 5.0 for Microsoft Applications August

28 Chapter 3: Using Live Meeting with Microsoft Adapter Exiting from a conference without ending the conference (leader or attendee) On the File menu, click Exit. When a leader exits from a conference without ending the conference, the conference remains active until the last attendee exits. Ending a conference (leader only) On the File menu, click Exit and End Session. Using the conference features You can use the conference features to perform the following actions on the Live Meeting screen: Lock or unlock a conference (leader only). Click Attendees > Lock Meeting. Mute all except me (leader only). Click Audio > Mute Everyone except Me. Unmute all (leader only). Click Audio > Unmute Everyone. Mute a specific person (leader only). Click Audio > Mute Selected Person s Phone. Unmute a specific person (leader only). Click Audio > Unmute Selected Person s Phone. Mute me (leader or attendee). Click Audio > Mute my Phone. Unmute me (leader or attendee). Click Audio > Unmute my Phone. Change Role (leader only). A leader can change the role of an attendee to that of a presenter. Note, however, that you cannot reverse this change for the duration of the conference. To change the role of an attendee, right-click the name of the attendee, and click Make a Presenter. 28 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

29 Chapter 4: Introduction to Conference Scheduler for Microsoft Outlook In Avaya Meeting Exchange 5.0, there are a number of ways to book or schedule a conference call. You can contact your Conference Operator who can schedule a conference on your behalf using an application called Client Registration Server (CRS) Front End. Alternatively, you can schedule a conference call using an application such as Microsoft Outlook or IBM Lotus Notes. The Avaya Conference Scheduler plug-in for Microsoft Outlook enables you to schedule an on-demand conference or a scheduled conference, using the Microsoft Outlook application. The Conference Scheduler plug-in seamlessly integrates with your Microsoft Outlook calendar to provide an additional tab in the New Appointment dialog. Using the Conference Call tab, you can book a conference. The conference access details are sent along with the other details of the meeting to all invitees you have selected. An on-demand or demand conference is a conference that you can use at any time. It is always active and accessible. To use it, you can send the conference access details to your participants along with a meeting time. A scheduled conference is a conference that starts and ends at a certain time. You can set properties for the conference such as roll call or play tone on entry/ exit. The following chapters of the current guide describe the Avaya Conference Scheduler plug-in for Microsoft Outlook: Installing Conference Scheduler for Microsoft Outlook Using Conference Scheduler for Microsoft Outlook Conference Scheduler Keypad Codes Avaya Meeting Exchange 5.0 for Microsoft Applications August

30 Chapter 4: Introduction to Conference Scheduler for Microsoft Outlook 30 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

31 Chapter 5: Installing Conference Scheduler for Microsoft Outlook This chapter describes how to install the Conference Scheduler plug-in for Microsoft Outlook. You can install the Conference Scheduler plug-in if you have Microsoft Outlook 2003 or Microsoft Outlook There are two ways to install the Conference Scheduler plug-in. Your System Administrator will let you know which method applies to your situation: Network Installation SMS Network Installation Your System Administrator will provide you with a link to a Web page which is hosted on the conferencing server. This Web page will contain a link to the installation program for the Conference Scheduler plug-in. The Conference Scheduler plug-in for Microsoft Outlook supports Microsoft Office Outlook 2003 and Microsoft Office Outlook If you already a user of the Conference Scheduler plug-in, your System Administrator usually manages the upgrade process using a silent deployment method. If he is not using the silent deployment method, he may provide you with the link to the installation Web page. If this is the case, uninstall any previous version before beginning the install process outlined below. 1. Click the Conference Scheduler link on the internal Web site. 2. Click Yes to accept the security certificate. 3. Click the link corresponding to your current version of Microsoft Outlook. Avaya Meeting Exchange 5.0 for Microsoft Applications August

32 Chapter 5: Installing Conference Scheduler for Microsoft Outlook 4. Navigate through the installation wizard. You can run the installation from the conferencing server. Alternatively, you can save the files to your computer and run it from that location. The network installation consists of two phases: - The Winzip Self-Extractor unzips the installation files. - The installation files install the plug-in files on your computer. Ensure that you select your required language from the Choose Language dialog. The Conference Scheduler plug-in for Microsoft Outlook requires a number of software components in order to run successfully. These software components include Microsoft.Net Framework 2.0 and Microsoft Visual Studio Tools for Office 2005 Runtime or the second edition of the Runtime. If your computer does not have these software components, the installation wizard installs them now. - If you do not have these software components, see Installing Pre-requisites on page If you have these software components already, see step 5 of Network Installation on page Click Close when the installation completes. 6. Restart Microsoft Outlook and select Calendar to view the new Conference Call tab. You are prompted for your account and account password the first time you schedule a conference in Outlook Calendar. Ensure you enter the same password that is created for your End User account on the Meeting Exchange Express Edition Web interface. Your System Administrator can provide this information for you. After an installation or an upgrade of the Conference Scheduler plug-in for Microsoft Outlook, you will experience a short delay when you open Microsoft Outlook for the first time. This delay is due to the fact that the plug-in retrieves a number of files from the server. In addition to this delay, it can take an extra 10 seconds to open Microsoft Outlook each time you open it after you install the Conference Scheduler plug-in for Microsoft Outlook. Installing Pre-requisites Microsoft Office Outlook 2003 and Microsoft Office Outlook 2007 require different pre-requisites. The Conference Scheduler for Microsoft Outlook installation wizard detects which version that your computer is running. It also detects which components you require. 32 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

33 Network Installation If you are using Microsoft Outlook 2003 Microsoft.Net Framework 2.0 Microsoft Visual Studio Tools for Office 2005 Runtime Microsoft Visual Studio Tools for Office 2005 Language Pack (optional) Microsoft Office 2003 Primary Interop Assemblies If you are using Microsoft Outlook 2007 Microsoft.Net Framework 2.0 Microsoft Visual Studio Tools for Office 2005 Second Edition Runtime Microsoft Office 2007 Primary Interop Assemblies To install the pre-requisites: Click Accept on the Outlook Conference Scheduler Setup dialog for each of the required components. Figure 13 and Figure 14 show some examples. Figure 13: Outlook Conference Scheduler Setup Avaya Meeting Exchange 5.0 for Microsoft Applications August

34 Chapter 5: Installing Conference Scheduler for Microsoft Outlook Figure 14: Outlook Conference Scheduler Setup The installation wizard installs the components. Figure 15: Outlook Conference Scheduler Setup 34 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

35 SMS Figure 16: Outlook Conference Scheduler Setup The installation wizard completes the installation of the pre-requisites and displays that Welcome to the Outlook Conference Scheduler Setup Wizard dialog. Continue with step 5 of Network Installation on page 31. SMS Systems Management Server (SMS) is a technology that your System Administrator uses to push out software updates to the entire company network. If your System Administrator chooses to deploy the Conference Scheduler plug-in using this method, you may experience a delay of a few seconds when you open Microsoft Outlook for the first time after the deployment. Outlook Updates If your System Administrator updates the release of the Conference Scheduler software, you may experience some minutes of delay when you open Microsoft Outlook for the first time following an update. Avaya Meeting Exchange 5.0 for Microsoft Applications August

36 Chapter 5: Installing Conference Scheduler for Microsoft Outlook 36 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

37 Chapter 6: Using Conference Scheduler for Microsoft Outlook The Conference Scheduler plug-in for Microsoft Outlook enables you to send out your on-demand conference details and book scheduled conference calls: Setting up an On-demand Conference Booking a Scheduled Conference The Microsoft Outlook Conference Call tab does not support cut and paste functionality using the CTRL+C and CTRL+V shortcuts. However, you can use the mouse right-click Cut and Paste options or the Cut and Paste option on the Edit menu on the toolbar. Avaya Meeting Exchange 5.0 for Microsoft Applications August

38 Chapter 6: Using Conference Scheduler for Microsoft Outlook Setting up an On-demand Conference Complete these steps to set up a demand conference. 1. Select Calendar on Microsoft Outlook. The calendar screen is displayed. 2. Select New. The new appointment window is displayed. You can also select Meeting Request from the New drop-down menu. Figure 17: New Appointment Window 3. Select the Conference Call tab. The Conference Call tab is displayed. 38 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

39 Setting up an On-demand Conference Figure 18: Conference Call Tab 4. Select Use on demand audio conference. The first time you use the Conference Scheduler plug-in, the system displays a Conferencing dialog. You must enter your address and the password from the which instructed you to install the plug-in. See Figure 19 for more information. You only have to do this the first time you use the Conference Scheduler plug-in. From that point onwards, the system remembers the information. Figure 19: Conferencing Dialog The plug-in now displays the access details for your on-demand conference. Avaya Meeting Exchange 5.0 for Microsoft Applications August

40 Chapter 6: Using Conference Scheduler for Microsoft Outlook If you click on the Appointment tab, the access details are also displayed. 5. Select the Scheduling tab. The Scheduling screen is displayed. 6. Enter the people who you want to attend the conference in the All Attendees area. 7. Select Appointment. 8. Enter a title for the conference in the Subject field. 9. Click Save and Close. An displaying the conference details is sent to all the invitees. 40 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

41 Booking a Scheduled Conference Booking a Scheduled Conference Complete these steps to reserve a conference using the Conference Scheduler plug in. 1. Select Calendar on Microsoft Outllook. The calendar screen is displayed. 2. Select New. The new appointment window is displayed. You can also select Meeting Request from the New drop-down menu. Figure 20: New Appointment Window 3. Enter any meeting details on the Appointment tab, just like a regular meeting. 4. Select the Conference Call tab. The Conference Call tab is displayed. Avaya Meeting Exchange 5.0 for Microsoft Applications August

42 Chapter 6: Using Conference Scheduler for Microsoft Outlook Figure 21: Conference Call Tab 5. Select Schedule an audio conference. The audio conference fields are displayed. 42 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

43 Booking a Scheduled Conference Figure 22: Audio Conference Fields You can enable, or disable, any of the following settings. Any changes you make to the settings are saved as defaults and will be used the next time you use the Conference Scheduler for Microsoft Outlook. Table 1 lists the default values that you are likely to see when you first use Conference Scheduler for Microsoft Outlook. Your System Administrator may have chosen different settings, but these are the most common. Table 1: Moderator Settings Field Description Default Web Conference Roll Call Play Tone on Entry Select the Web Conference option to enable the Avaya Web Conferencing application to share visual data during the conference call. Prompts callers for their name on entry. Moderators can play a list of all participants by pressing *8. This is a default DTMF setting. The conferencing system plays a tone when a caller enters the conference. No Yes Yes 1 of 3 Avaya Meeting Exchange 5.0 for Microsoft Applications August

44 Chapter 6: Using Conference Scheduler for Microsoft Outlook Table 1: Moderator Settings (continued) Field Description Default Play Tone on Exit Play Name on Entry Also known as Name Announcement on Entry Name Announcement on Exit Automatically Start Recording Auto-Generate Codes Moderated Conference Disable Dial Out Simultaneous Data Conference Request Bill Code Moderator Hang-Up Prompt for Name on Entry Wait for Moderator The conferencing system plays a tone when a caller leaves the conference. The conferencing system plays the name of the participant when they enter the conference. The conferencing system plays the name of the participant when they leave the conference. The conferencing system automatically records the conference. The conferencing system automatically produces access codes for the conference. If Auto-Generate Codes is enabled, the Moderator Passcode and Participant Passcode fields on the Conference Call tab are disabled. The conference is managed by a Moderator. Moderators cannot dial out to other callers using the conference line. A data conference is scheduled at the same time. The conferencing system prompts Moderators for a billing code before it grants access to the conference. The conference closes when the last Moderator leaves the conference. The conferencing system prompts the participant to say their name before it grants conference access. The conference begins when the first Moderator enters the conference. Yes No No No Yes Yes No No No Yes Yes Yes 2 of 3 44 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007

45 Booking a Scheduled Conference Table 1: Moderator Settings (continued) Field Description Default Auto-Extend Ports Auto-Extend Duration Allow Manual Port Extension Allow Manual Duration Extension Allow Conference Recording The conferencing system automatically extends the size of the conference, if the resource are available. The conferencing system automatically extends the length of the conference, if the resource are available. You can extend the size of the conference, if the resource are available. You can extend the length of the conference, if the resource are available. You can record the conference by pressing *2. This is a default DTMF setting. No No No No Yes 3 of 3 6. Select the Scheduling tab. The Scheduling screen is displayed. 7. Enter the people who you want to attend the conference in the All Attendees area. 8. Select Appointment. 9. Enter a title for the conference in the Subject field. 10. Click Save and Close. An displaying the conference details is sent to all the attendees. The conference access details display in the Appointments tab after you send the invitation . The access details do not display in the Appointments tab before you send the invitation . Editing a Conference You can make changes to your conference in the regular way, using Microsoft Outlook. To make changes: 1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference. Avaya Meeting Exchange 5.0 for Microsoft Applications August

46 Chapter 6: Using Conference Scheduler for Microsoft Outlook 3. Update the conference as necessary. 4. You can click Save and Close to save your changes and close the conference. Alternatively, you can click Send Update to send the new details to your invitees. This option also saves the details and closes the conference. Deleting a Conference You can make delete your conference in the regular way, using Microsoft Outlook. To delete your conference: 1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference. 3. From the File menu, select Delete. Alternatively, you can click the Delete option on the graphical toolbar. Microsoft Outlook deletes the conference. Microsoft Outlook in Offline Mode If Microsoft Outlook is in offline mode, but is still connected to the network, then the plug-in operates as normally. It retrieves the details of users on-demand conferences and it creates new scheduled conferences for users. However, if Microsoft Outlook is in offline mode and is not connected to the network, then the plug-in displays a network error if users try to retrieve on-demand conference details or schedule new conferences. 46 Avaya Meeting Exchange 5.0 for Microsoft Applications August 2007