Using Conference Manager for Microsoft Outlook

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1 Using Conference Manager for Microsoft Outlook May 2012

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3 Contents Chapter 1: Using Conference Manager for Microsoft Outlook... 5 Introducing Conference Manager for Microsoft Outlook... 5 Installing Conference Manager for Microsoft Outlook... 5 Updating or upgrading Conference Manager for Microsoft Outlook... 6 You must use the calendar linked to your own Microsoft Outlook account... 7 Using Conference Manager for Microsoft Outlook for the first time... 7 Sending a meeting request with your conference details in Microsoft Outlook... 8 Editing a conference in Microsoft Outlook... 9 Deleting a conference from Microsoft Outlook Joining a conference Joining a conference from the appointment item context menu Disabling Conference Manager for Microsoft Outlook Enabling Conference Manager for Microsoft Outlook Microsoft Outlook in offline mode Index Using Conference Manager for Microsoft Outlook May

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5 Chapter 1: Using Conference Manager for Microsoft Outlook Introducing Conference Manager for Microsoft Outlook Using Avaya Aura Conferencing, an administrator can assign an audio conference to your Microsoft Outlook account. After they assign the conference to your account, you can use the calendar feature of Microsoft Outlook to create and manage your conferences. An audio conference is available to you at any time and can accommodate a particular number of invitees (participants). Your administrator can configure the number of participants. An application called the Conference Manager Add-in for Microsoft Outlook, or simply Conference Manager for Microsoft Outlook, provides this feature. Conference Manager for Microsoft Outlook seamlessly integrates with your Microsoft Outlook calendar to provide extra functionality in the New Appointment dialog. Using a new button, called the Add Conference button, you can include the conference access details alongside the other details of your meeting and send these details to your participants. In addition to this new functionality at booking time, you can also access new functionality at the meeting start time. You can use another new button, called the Join button, to immediately join the conference. Using this feature, the Avaya Aura Conferencing server dials your telephone number and places you into the conference. Installing Conference Manager for Microsoft Outlook You can install Conference Manager for Microsoft Outlook if you have Microsoft Outlook 2007 or Microsoft Outlook 2010, versions x86 or x64. Conference Manager for Microsoft Outlook has a number of software requirements. In general, your administrator will ensure that these requirements are in place. Before you begin Before you install Conference Manager for Microsoft Outlook, you must have the Microsoft Outlook application on your computer. Conference Manager for Microsoft Outlook operates with either version 2007 or 2010 of Microsoft Outlook. Using Conference Manager for Microsoft Outlook May

6 Using Conference Manager for Microsoft Outlook About this task The purpose of this task is to install Conference Manager for Microsoft Outlook. This application enables you to schedule conferences using Microsoft Outlook. 1. Navigate to the location of the Conference Manager for Microsoft Outlook installation files. Your administrator can make these files available to you in a number of ways. For example, they can place the files on a shared location on your network and inform you of the location by Close Microsoft Outlook. 3. Double-click on the file called setup.exe. 4. Navigate through the installation wizard in the usual way. The installation wizard is very similar to other wizards. You must accept the license agreement and click Install to proceed. The installation wizard installs the prerequisites and then installs the application. 5. Click Close to complete the installation. Next steps Now, you must open Microsoft Outlook and enter some personal details in relation to your Avaya Aura Conferencing account, as described in Using Conference Manager for Microsoft Outlook for the first time on page 7. Updating or upgrading Conference Manager for Microsoft Outlook If your administrator updates the release of the Conference Manager for Microsoft Outlook software, the software that you are running on your computer will be an older version. There are a number of options in this situation: You may not have to do anything. Your administrator may have configured Microsoft Outlook to automatically retrieve and install any updates on a regular basis. If the application detects a new version of the software, it displays a pop-up dialog and a progress bar for a few seconds. You may have to uninstall the old version using the Add/Remove Programs feature of your operating system. You can then install the new version of the software that your administrator makes available to you. Your administrator may opt to silently install the new software on your computer using a silent installation technology, such as Systems Management Server (SMS). 6 Using Conference Manager for Microsoft Outlook May 2012 Comments? infodev@avaya.com

7 You must use the calendar linked to your own Microsoft Outlook account As an aside, you can manually check for updates, as follows: Microsoft Windows XP users: Click Start > Settings > Control Panel > Add or Remove Programs > Avaya Aura Conferencing. If you click Click here for support information, you can see an option for Product Updates. Microsoft Windows 7 users: Click Start > All Programs > Windows Update. In the Windows Update window, click Change Settings and select Give me updates for Microsoft products... Save these settings. In the Windows Update window, click Check for updates. You must use the calendar linked to your own Microsoft Outlook account Conference Manager for Microsoft Outlook enables you to send out your conference details by integrating with Microsoft Outlook 2007 and Microsoft Outlook To successfully use the Conference Manager for Microsoft Outlook, you must log in to your computer using your own account and can only associate your conference details for items created in your Calendar. In other words, Conference Manager for Microsoft Outlook does not support the calendar delegate functionality. Using Conference Manager for Microsoft Outlook for the first time The first time you use Conference Manager for Microsoft Outlook, it displays an Avaya information dialog. On this dialog, you must enter your Avaya Aura Conferencing handle and password. Note: Your administrator sets up your Avaya Aura Conferencing account on your behalf. You can contact them for the details of your account. You also have to enter the IP address or the fully qualified domain name of the Avaya Aura Conferencing Collaboration Agent server. Your administrator has this information. You only have to do this the first time you use Conference Manager for Microsoft Outlook. From that point onwards, the application remembers the information. Before you begin Before you enter your personal details, you must install Conference Manager for Microsoft Outlook. Using Conference Manager for Microsoft Outlook May

8 Using Conference Manager for Microsoft Outlook About this task The purpose of this task is to initialize Conference Manager for Microsoft Outlook for use. 1. Open Microsoft Outlook. 2. On the Avaya Conference Manager dialog, enter the following details: Username Password Service Host The Service Host is the IP address or fully qualified domain name of the Avaya Aura Conferencing Collaboration Agent server. 3. Click Save. Conference Manager for Microsoft Outlook is now ready for use. Next steps Now you can begin to set up conferences. It is likely that your administrator has already created a conference for you. Sending a meeting request with your conference details in Microsoft Outlook Before you begin Before you associate your conference with an appointment or meeting, you must install Conference Manager for Microsoft Outlook. About this task The purpose of this task is to create a Microsoft Outlook meeting request and to associate your conference details with this meeting request. 1. Select Calendar on Microsoft Outlook. The Calendar screen is displayed. 2. Select New. The New Appointment window is displayed. Note: You can also select New Aura Meeting from the New drop-down menu or from the Calendar context menu by right-clicking on the desired time slot on the 8 Using Conference Manager for Microsoft Outlook May 2012 Comments? infodev@avaya.com

9 Sending a meeting request with your conference details in Microsoft Outlook calendar. If you display the New Appointment window using these methods, you do not have to click the Add Conference button. 3. Enter any meeting details on the Appointment tab, just like a regular meeting. 4. Click the Add Conference button. Conference Manager for Microsoft Outlook retrieves your conference details and inserts them into the body text of the appointment. If you select New Aura Meeting from the New Items drop-down menu or from the Calendar context menu by right-clicking on the desired time slot on the calendar, you do not have to click the Add Conference button. 5. Select or enter the attendees as normal to the invite. 6. Enter location details. 7. Enter a title for the conference in the Subject field. 8. Click Send. An displaying the conference details is sent to all the attendees. Related topics: Editing a conference in Microsoft Outlook on page 9 Deleting a conference from Microsoft Outlook on page 10 Editing a conference in Microsoft Outlook You can make changes to your conference in the regular way, using Microsoft Outlook. You can also edit an existing appointment to add conference call details to it. This option is only available to you if you created the appointment. If you are simply a participant, you cannot edit an existing appointment to add conference call details to it. About this task The purpose of this task is to make updates to an existing conference. 1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference. 3. Update the conference as necessary. 4. You can click Send Update to save your changes, close the conference, and send the new details to your participants. Using Conference Manager for Microsoft Outlook May

10 Using Conference Manager for Microsoft Outlook Deleting a conference from Microsoft Outlook 1. Go to the Calendar view. 2. Double-click on your conference. Microsoft Outlook displays the conference. 3. Click Cancel Meeting. 4. Click Send Cancellation to send the cancellation notice to all participants. Joining a conference The Join button enables you to enter a conference at the click of a button. With this feature, the Avaya Aura Conferencing Collaboration Agent server dials your telephone number and places you into the conference. The first time you use the Join button, you must configure the default options. From that point onwards, the Join button uses these default options. You do not need to configure the default options every time you use the Join button. However, you can change the default options at any time by navigating to the Avaya tab and clicking the Default Conference Settings button. These steps describe how to use the Join button for the first time. After you complete these steps, the Join button operates in an automatic way. Note: The Join button only operates effectively if you are using the same Conferencing server as the moderator. If you are using a different server, the Join button is inaccessible. You can identify your Conferencing server by viewing the Service Host field on the Avaya Conference Manager dialog. For more information about this field, see Using Conference Manager for Microsoft Outlook for the first time on page 7. About this task You can use the Join Conference feature to join a conference that has started. This is an optional feature. Your administrator may have enabled it on your system. 1. Open an existing conference. 10 Using Conference Manager for Microsoft Outlook May 2012 Comments? infodev@avaya.com

11 Joining a conference On the Appointment screen, Conference Manager for Microsoft Outlook displays a Join button on the toolbar at the top of the screen. 2. Click the Join button. Conference Manager for Microsoft Outlook displays the Join Conference dialog if you have not already set up the default options for the Join Conference feature. 3. Select a telephone number from the Call me at drop-down list or enter a telephone number in the list. The Call me at drop-down list contains your contact telephone numbers and previously dialed telephone numbers. 4. Check the Launch Collaboration Agent checkbox if you would like to open the Collaboration Agent page. 5. Optionally, you can check the Set as default (Don't prompt me again) checkbox if you would like to save these preferences for joining conferences in the future. 6. Click Join Now. The Avaya Aura Conferencing Collaboration Agent server dials the telephone number that you selected in the Call me at drop-down list. When you answer the call, the Avaya Aura Conferencing Collaboration Agent server brings you into the conference. If you checked Launch Collaboration Agent, the Avaya Aura Conferencing Collaboration Agent server opens the Collaboration Agent login screen in the default browser. Result After you complete these steps to set the default options for the Join button, the Avaya Aura Conferencing Collaboration Agent server automatically dials the telephone number that is stored in the Default Conference Settings. If you created the appointment, you join the conference as a moderator. If you are an appointment recipient, you join the conference as a regular participant. Related topics: Joining a conference from the appointment item context menu on page 11 Joining a conference from the appointment item context menu You can access the Join Conference feature by clicking the Join button from the appointment item context menu. You can access the appointment item context menu from the visual display of your Microsoft Outlook calendar. This feature operates in exactly the same way as described in Joining a conference on page 10. Using Conference Manager for Microsoft Outlook May

12 Using Conference Manager for Microsoft Outlook 1. Open the Microsoft Outlook Calendar. 2. Locate a meeting that has conference details associated with it. 3. Right-click on the meeting request. In the list of context items, the Join option is displayed. 4. Click the Join button and follow the steps as described in Joining a conference on page 10. Disabling Conference Manager for Microsoft Outlook You can disable Conference Manager for Microsoft Outlook. The steps for disabling Conference Manager for Microsoft Outlook are slightly different for Microsoft Outlook 2007 and Microsoft Outlook About this task The purpose of this task is to disable Conference Manager for Microsoft Outlook. 1. Open Microsoft Outlook. 2. Perform one of the following steps: If you are running Microsoft Outlook 2007: From the Tools menu, click Trust Center to view the Trust Center dialog. If you are running Microsoft Outlook 2010: From the File menu, click Options to view the Outlook Options dialog. 3. From the left-hand navigation, select Add-ins to view the Add-ins tab. 4. From the Manage drop-down menu, located at the bottom of the dialog, select COM Add-ins and click the Go button. 5. On the COM Add-ins dialog, uncheck Avaya Aura Conferencing and click OK. Now, Conference Manager for Microsoft Outlook is disabled. Next steps If you need to, you can re-enable Conference Manager for Microsoft Outlook by following a similar set of steps. 12 Using Conference Manager for Microsoft Outlook May 2012 Comments? infodev@avaya.com

13 Enabling Conference Manager for Microsoft Outlook Enabling Conference Manager for Microsoft Outlook If you have manually disabled Conference Manager for Microsoft Outlook, using the steps described in Disabling Conference Manager for Microsoft Outlook on page 12, you can enable it again at any time. The steps for enabling Conference Manager for Microsoft Outlook are slightly different for Microsoft Outlook 2007 and Microsoft Outlook About this task The purpose of this task is to enable Conference Manager for Microsoft Outlook. 1. Open Microsoft Outlook. 2. Perform one of the following steps: If you are running Microsoft Outlook 2007: From the Tools menu, click Trust Center to view the Trust Center dialog. If you are running Microsoft Outlook 2010: From the File menu, click Options to view the Outlook Options dialog. 3. From the left-hand navigation, select Add-ins to view the Add-ins tab. 4. From the Manage drop-down menu, located at the bottom of the dialog, select COM Add-ins and click the Go button. 5. On the COM Add-ins dialog, check Avaya Aura Conferencing Conference Manager and click OK. Now, Conference Manager for Microsoft Outlook is enabled. Microsoft Outlook in offline mode If Microsoft Outlook is in offline mode, but is still connected to the network, Conference Manager for Microsoft Outlook operates as normally. It retrieves the details of users conferences and it creates new scheduled conferences for users. However, if Microsoft Outlook is in offline mode and is not connected to the network, Conference Manager for Microsoft Outlook displays a network error if users try to retrieve their conference details. Using Conference Manager for Microsoft Outlook May

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15 Index C Conference Manager...5 8, 10, 12, 13 calendar...7, 12 disable...12 enable...13 first use...7 installing...5 introduction...5 joining a conference...10 meeting requests...8 M offline mode...13 upgrading...6 Microsoft Outlook...5 O offline mode...13 Using Conference Manager for Microsoft Outlook May

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