Outlook Plug-In. Send Conference Invites from Outlook. Downloading Outlook Plug-In CONFERENCING & COLLABORATION RESERVATIONLESS-PLUS

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1 USER GUIDE Outlk Plug-In Send Cnference Invites frm Outlk Scheduling cnference calls and always typing in the same dial-in number and cnference cde can be a bit tedius, especially when yu re in a hurry. That s why InterCall prvides an Outlk Plug-in that allws yu t quickly and easily create, edit and schedule meetings with pre-defined infrmatin right frm yur Outlk tlbar. Dwnlading Outlk Plug-In Fllw these step-by-step instructins t dwnlad the Outlk Plug-In: 1. G t 2. Select Dwnlad and enter yur first name, last name and address. 3. Yu will receive an with the link t dwnlad the Outlk Plug-In t the address yu prvided. 4. Click Dwnlad Nw. 5. Open the zip file and extract the.exe file. 6. Run the.exe file, select setup and fllw the steps listed in the installatin menu. 7. Once the installatin is cmplete yu will need t restart Outlk fr the installatin t take effect. With a single click, yur Reservatinless-Plus cnferencing details are autmatically inserted int an , making scheduling yur meetings a snap. Outlk Plug-In Allws Yu t: Create ne-click access t cnferencing infrmatin using buttns in yur tlbar and the Outlk meeting invitatin windw. Add audi r web cnferencing infrmatin, including yur cnference dial-in numbers, cnference cdes and web cnferencing URLs, t yur Outlk s and meeting invitatins. Send meeting requests via yur Outlk calendar allwing attendees t accept, decline r tentatively accept the meeting invitatin. INTERCALL.COM

2 Accessing Outlk Plug-In Settings In Outlk, fllw the steps listed belw t access and edit yur settings: 1. In Outlk 2007 r belw: Select Tls, click Optins and then chse Cllabratin. In Outlk 2010: Select File, click Cllabratin and then chse Preferences. 2. The Custmizatin screen will appear. 3. Define up t five buttns t display in Outlk by fllwing the instructins in the sectin belw. The buttns will appear when sending an r creating a meeting invite. Defining Outlk Plug-In Buttns There are tw types f buttns yu can define in yur Outlk Plug-In: Text/Hyperlink (Figure 1) Allws yu t place multiple lines f text and up t tw hyperlinks n appintment and messages in Outlk. Buttns 1 t 3 and 5 are text/hyperlink ptins. The Captin and Tltip fields are predefined and cannt be changed. Schedule (Figure 2) Allws yu t place meeting schedule infrmatin in an . Buttn 4 is the Schedule ptin. The Captin and Tltip fields are predefined and cannt be changed. Figure 1: Text/Hyperlink INTERCALL.COM

3 Text/Hyperlink 1 This is the first set f text added t appintment and messages if this buttn is pressed in Outlk. There is n restrictin n the length f the text; hwever the file must be less than bytes. Fllw these steps t create a hyperlink within the text: 1. Highlight the hyperlink text. 2. Check Create a Hyperlink using the selected text. 3. Enter a URL fr the hyperlink in the frmat f r https://. 4. Click OK t save the data r Cancel t discard it. A hyperlink is nly valid in HMTL frmatted s. On appintment frms r plain text/dtf frmatted s, the hyperlink text is replaced with the hyperlink URL. Text/Hyperlink 2 This is the secnd set f text added t appintment and messages if this buttn is pressed in Outlk. This text field can remain empty if yu d nt want t include a secnd set f infrmatin. There is n restrictin n the length f the text; hwever the file must be less than bytes. Fllw these steps t create a hyperlink within the text: 1. Highlight the hyperlink text. 2. Check Create a Hyperlink using the selected text. 3. Enter a URL fr the hyperlink in the frmat f r https://. 4. Click OK t save the data r Cancel t discard it. A hyperlink is nly valid in HMTL frmatted s. On appintment frms r plain text/dtf frmatted s, the hyperlink text is replaced with the hyperlink URL. Schedule There is n restrictin n the length f the text; hwever the file must be less than bytes. Fllw these steps t set up a Schedule buttn: 1. Check Shw this buttn. 2. Schedule Text and Date Time Variables can be edited and will be replaced with values frm the schedule frm as the text is added. 3. The frmatting f the Date Time Variables must remain in the frmat as shwn. 4. Click OK t save the data r Cancel t discard it. Figure 2: Schedule INTERCALL.COM

4 Using Outlk Plug-In in Meeting Invitatins The Outlk Plug-In adds the buttns yu have defined in the set-up prcess t the Outlk appintment windw. Clicking n a buttn adds the text infrmatin t the lcatin and bdy f the appintment/meeting invite. 1. Open a new appintment. 2. Enter the infrmatin yu wuld like t include in the invite. Yu d nt need t include yur cnference access infrmatin. 3. Select the apprpriate buttn(s) n the Cllabratin bar. Yur cnference access infrmatin will be added t the Lcatin field and the bdy f the appintment. 4. Send yur meeting invite. Using Outlk Plug-In in s The Outlk Plug-In adds the buttns yu have defined in the set-up prcess t the Outlk appintment windw. Clicking n a buttn adds the text infrmatin t the bdy f the Open a new Enter the infrmatin yu wuld like t include in the . Yu d nt need t include yur cnference access infrmatin. 3. Select the apprpriate buttn(s) n the Menu bar. Yur cnference access infrmatin will be added t the bttm f yur If yu selected a schedule buttn a Schedule frm is presented. Enter the lcatin, start time and end time. Check Reminder and enter the reminder time if yu wuld like a reminder prir t yur meeting. Check Add this meeting t my calendar if yu wuld like the meeting t be added t yur calendar when yu send the . Check Save as Defaults t save the current meeting ptins as default values. Select OK. The infrmatin will be added t yur bdy. INTERCALL.COM

5 5. T make changes t the schedule infrmatin select the Schedule buttn again, make the changes and select OK. The will be updated with yur changes. 6. Send yur . When the is sent, an icalendar file cntaining the schedule infrmatin is attached. Please nte: Fr Outlk 2000 SP3 and 2002 SP3, a security warning will be presented. Select Yes t cntinue. 7. When a recipient f the pens the icalendar file, it pens as an Outlk meeting ntice. The recipient can respnd with Accept, Tenative r Decline. Remving Outlk Plug-In If yu wuld like t permanently remve the Plug-In frm yur Outlk, fllw the instructins belw t uninstall the tlbar: 1. Select Add r Remve Prgrams frm yur Cntrl Panel. 2. Select Cllabratin Addin fr Outlk frm the list f installed prgrams. 3. Select Remve and fllw the directins. 4. T access the Outlk Plug-In at a later date yu will need t reinstall the dwnlad. Outlk Plug-In Limitatins and Knwn Issues Outlk 2000 SP3 and 2002 SP3 will present a security warning when sending an that cntains schedule infrmatin via the Schedule buttn. Select Yes t cntinue and send the . Outlk 2000 with Wrd as the editr des nt prvide the ability t create cmmand bars n the frm. If yu wuld like t use the Plug-In in Outlk s, yu must cnfigure the settings t nt use Wrd as the editr. G t: Outlk Tls Mail Frmat and uncheck Use Micrsft Wrd t edit messages. Lgs can nly be added t HTML frmatted s. s use plain text r RTF frmatting and appintments use the Lg Text field. Outlk 2000 des nt supprt icalendar files. Once dwnladed, the Plug-In will create a vcalendar file in Outlk If yu are using Outlk 2000 and receive an icalendar file frm an Outlk 2002 r 2003 user, yu may nt be able t utilize the file t add the meeting t yur calendar. Outlk 2000 des nt prperly supprt reminders INTERCALL.COM

6 Reminder fields are disabled n the Schedule frm in Outlk Under the fllwing cnditins tw Cllabratin Cmmand bars will be shwn n an Wrd is being used as the editr. N Wrd dcuments are pen. Outlk is pened and the first step taken is t pen a new . The schedule buttn is used n the new and the remains pen (nt sent r clsed). Clsing the initial returns the Plug-In t nrmal peratin. Yu may receive an errr message as listed belw when creating r editing the buttns. Restart yur Outlk brwser and yur edits and buttns will appear as yu created them. INTERCALL.COM

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