Jabber MomentIM Outlook Add-in Administrator Guide

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1 Jabber MomentIM Outlook Add-in Administrator Guide Product Version: Jabber MomentIM 5.4 Document Version: A Release Date: October 2008

2 Disclaimers Copyright 2008, Jabber, Inc. The information contained in this document is proprietary to Jabber, Inc. This information is considered confidential and is not to be disclosed to any outside parties without the express written consent of Jabber, Inc. This document is provided for information purposes only, and the information herein is subject to change without notice. Jabber, Inc. does not provide any warranties covering and specifically disclaims any liability in connection with this document. Trademarks Contact Information JABBER is a registered trademark and the light bulb logo is a trademark of Jabber, Inc. AOL and AIM are registered trademarks and Instant Messenger TM is a trademark of America Online, Inc. Linux is a registered trademark of Linus Torvalds. Sun, Sun Microsystems, Java, and Solaris are trademarks or registered trademarks of Sun Microsystems, Inc. in the United States and other countries. SPARC is a registered trademark of SPARC, International, Inc. Oracle is a registered trademark of Oracle Corporation. IBM, DB2, and Sametime are registered trademarks of IBM Corporation. Intel and Xeon are registered trademarks of Intel Corporation. Microsoft, Active Directory, Internet Explorer, Windows, Windows Server, and LCS are registered trademarks of Microsoft Corporation in the United States and other countries. AMD TM is a trademark of Advanced Micro Devices, Inc. Mozilla and Firefox are registered trademarks of the Mozilla Foundation. Adobe and Acrobat are registered trademarks and Connect TM is a trademark of Adobe Systems Incorporated. WebEx TM is a trademark of WebEx Communications, Inc. All other trademarks are the property of their respective owners Wynkoop Street, Suite 600, Denver, Colorado Support: support.jabber.com Page ii Jabber MomentIM Outlook Add-in Administrator Guide

3 Contents About This Guide...4 Who Should Use this Guide? How this Guide is Organized Document Conventions Jabber Welcomes Your Comments Chapter 1. Introduction... 6 Showing presence Initiating a One-to-One Chat from Outlook Initiating a Quick Conference Room from Outlook Changing presence from the Outlook Calendar System Requirements Chapter 2. Installing Jabber Outlook Add-in Before You Begin Install Jabber Outlook Add-in Remove the Jabber Outlook Add-in Chapter 3. Mapping Outlook and Jabber MomentIM IDs Exchange Server with Active Directory CN Attribute Different Domains for and Jabber MomentIM Active Directory and Different Domains Map IDs within Outlook Chapter 4. Known and Resolved Issues Known Issues Resolved Issues Jabber MomentIM Outlook Add-in Administrator Guide Page iii

4 About This Guide The Jabber MomentIM Outlook Add-in Administrator Guide contains instructions for installing and configuring the Jabber MomentIM Outlook add-in. Who Should Use this Guide? This guide is intended primarily for Jabber administrators, who are responsible for installing and configuring the Jabber MomentIM Outlook add-in their enterprises. In addition, the Jabber administrator must have knowledge of Microsoft Windows administration How this Guide is Organized This guide contains the following chapters: Chapter 1, Introduction Chapter 2, Installing Jabber Outlook Add-in Chapter 3, Mapping Outlook and Jabber MomentIM IDs Chapter 4, Known and Resolved Issues Jabber MomentIM Outlook Add-in Administrator Guide Page 4

5 About This Guide Document Conventions The following typographical conventions are used in Jabber product user documentation to call out certain types of information: This formatting... Is used for... Italic Specific titles of related user documents Attribute names Jabber XCP Controller configuration page titles Bold Dialog box titles, and names of text boxes, options, and tabs within dialog boxes Button names Notes that contain very important information, indicated by an exclamation-point image Monospace sample code for example, lines of XML commands anything entered at a command line Tips, notes, and cautions are formatted between two horizontal lines, one above, and one below the text. They are also preceded by one of the following icons. Tip Note Caution Document Conventions Jabber Welcomes Your Comments The documentation team at Jabber, Inc. wants to know what you think of our product user guides. If you want us to change something for example, correct an error, add more information, or clarify something that you find confusing please let us know. Contact us directly at Jabber MomentIM Outlook Add-in Administrator Guide Page 5

6 Chapter 1 Introduction The Jabber MomentIM integrates several features of Jabber MomentIM: Shows Jabber MomentIM contact s presence on the Microsoft Outlook toolbar Allows users to initiate a one-to-one chat with Jabber MomentIM contacts from Outlook Allows users to initiate a quick conference room from Outlook if the Quick Conference Room plug-in is enabled Derives presence information from the Outlook calendar Showing presence If users select an from current contacts, a presence indicator shows on the Microsoft Outlook toolbar indicating whether they are available, away or offline. If s are not from current Jabber MomentIM contacts, users have the ability to add them to the Jabber MomentIM contact list through a presence button on the Outlook toolbar. Jabber MomentIM Outlook Add-in Administrator Guide Page 6

7 Chapter 1 Introduction Initiating a One-to-One Chat from Outlook Users have the ability to initiate a one-to-one chat session by selecting an from a Jabber MomentIM contact, and then clicking on the presence button in the Outlook toolbar to access Start Chat on the shortcut menu to initiate a one-to-one chat. Initiating a Quick Conference Room from Outlook If the Quick Conference Room plug-in is enabled in Jabber MomentIM, users have the ability to initiate a quick conference room by selecting an from a Jabber MomentIM contact, and then clicking on the presence button in the Outlook toolbar to access Start Conference on the shortcut menu. A quick conference room is created with the Jabber XCP Text Conferencing Component default options. All addresses within the that are Jabber MomentIM contacts are invited to join the quick conference room. Showing presence Jabber MomentIM Outlook Add-in Administrator Guide Page 7

8 Chapter 1 Introduction Changing presence from the Outlook Calendar Users can configure the Jabber Outlook Add-in to change their presence to "Away" with a message of either Away, the subject of the calendar event or a custom text status when a Outlook calendar event occurs. To have Jabber Outlook Add-in change the presence to Away for Outlook calendar events, users need to configure the presence options in the Presence tab of the Configure dialog box. For example, if a user selects the Set presence message to subject of calendar event option in the Presence tab, and the calendar event s subject is Office Equipment Review, the users presence changes to Away (Office Equipment Review) during the calendar event scheduled time. Showing presence If users do not have either Outlook 2003 and later, the Jabber Outlook Add-in or Jabber MomentIM, their presence will not be updated by the Outlook Calendar. Jabber MomentIM Outlook Add-in Administrator Guide Page 8

9 Chapter 1 Introduction System Requirements The Jabber Outlook Add-in requires the following Microsoft products: Microsoft Outlook 2003 and later with the latest service pack. Microsoft.NET Framework version 2.0. System Requirements Jabber MomentIM Outlook Add-in Administrator Guide Page 9

10 Chapter 2 Installing Jabber Outlook Add-in This chapter describes how to install the Jabber Outlook Add-in, integrates several features of Jabber MomentIM: Install the Jabber MomentIM Outlook Add-in Uninstall the Jabber Outlook Add-in This chapter contains the following sections: Before You Begin Install Jabber Outlook Add-in Remove the Jabber Outlook Add-in Before You Begin If you have installed the Jabber Outlook Add-in previously, you need to uninstall the previous version first before installing this version. See Remove the Jabber Outlook Add-in on page 19 for instruction on how to remove the previous version of Jabber Outlook Add-in. Jabber MomentIM Outlook Add-in Administrator Guide Page 10

11 Chapter 2 Installing Jabber Outlook Add-in Install Jabber Outlook Add-in 1. Download the JabberOutlookAddin.zip file from the Jabber support site. 1. Close the Microsoft Outlook and Jabber MomentIM applications. 2. Extract the files and folders in the JabberOutlookAddin.zip file into the temporary folder. For example: JabberOutlookAddin The files and folders that are extracted from the JabberOutlookAddin.zip file are: 3. Double-click setup.exe. The Jabber Outlook Add-in is not a known publisher for Windows. If you have XP, click Run or if you have Vista, click Allow. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 11

12 Chapter 2 Installing Jabber Outlook Add-in The Jabber Outlook Add-in installation checks for system requirements. 4. If you have Outlook 2003 installed, and the Microsoft Office 2003 PIA Redistributable component is not installed on your computer, the following dialog box displays. Read the terms of the pending License Agreement, and then click Accept to install. 5. If the Shared Add-in Support Update for Microsoft.NET Framework 2.0 component is not installed on your computer, the following dialog box displays. Click Install. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 12

13 Chapter 2 Installing Jabber Outlook Add-in The Microsoft.NET Framework component is an optional update for Windows XP. If you have not installed the Microsoft.NET Framework 2.0 component, the following dialog box displays: a. Click Yes. A browser window opens to the following website: b. Scroll-down to Get the Framework, and then click the.net Framework 2.0 Service Pack 1 link. c. Click Download. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 13

14 Chapter 2 Installing Jabber Outlook Add-in d. In the File Download dialog box, click Save and save the NetFx20SP1_x86.exe file to your computer. e. Once the download is completed, double-click the NetFx20SP1_x86.exe file. f. In the Open File dialog box, click Run. g. In the Microsoft.NET Framework 2.0 SP1 Setup dialog box, read the terms of the license agreement. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 14

15 Chapter 2 Installing Jabber Outlook Add-in If you agree to the terms of the license agreement, select I have read and ACCEPT the terms of the License Agreement, and then click Install. h. In the Setup Complete dialog box, click Exit. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 15

16 Chapter 2 Installing Jabber Outlook Add-in i. You need to run setup.exe for Jabber Outlook Add-in again. Refer to Step 3 on page In the Welcome to JabberOutlookAddinSetup Setup Wizard dialog box, click Next. 7. In the Select Installation Folder dialog box, you can accept the default folder or click Browse. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 16

17 Chapter 2 Installing Jabber Outlook Add-in If you clicked Browse, you can install the Jabber Outlook Add-in to any directory on your computer. For example, you can install the Jabber Outlook Add-in into the Microsoft Office\OFFICE11\ADDINS on Outlook 2003 or Microsoft Office\OFFICE12\ADDINS on Outlook 2007 directory. 8. Select either the Everyone or Just me option, and then click Next. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 17

18 Chapter 2 Installing Jabber Outlook Add-in 9. In the Confirm Installation dialog box, click Next. 10. In the Installation Complete dialog box, click Close. Install Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 18

19 Chapter 2 Installing Jabber Outlook Add-in Remove the Jabber Outlook Add-in You can remove the Jabber Outlook Add-in by using the Add or Remove Programs option in the Control Panel. To remove the Jabber Outlook Add-in 1. Close the Microsoft Outlook and Jabber MomentIM applications. For Microsoft XP a. From the Start menu, click Control Panel. b. Double-click the Add or Remove Programs icon. c. In the Currently installed programs box, click JabberOutlookAddin, and then click the Remove button. d. In the Add or Remove Programs dialog box, click Yes. The JabberOutlookAddin progress dialog box closes after the Jabber Outlook Add-in has been removed from the computer. Remove the Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 19

20 Chapter 2 Installing Jabber Outlook Add-in For Microsoft Vista a. From the Start menu, click Control Panel. b. Double-click the Programs and Features icon. c. In the Uninstall or change a program box, double-click JabberOutlookAddin, and then click the Remove button. d. In the Programs and Features dialog box, click Yes. The Windows Installer prepares to remove. The JabberOutlookAddin progress dialog box closes after the Jabber Outlook Add-in has been removed from the computer. Remove the Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 20

21 Chapter 2 Installing Jabber Outlook Add-in The JabberOutlookAddin progress dialog box closes after the Jabber Outlook Add-in has been removed from the computer. Remove the Jabber Outlook Add-in Jabber MomentIM Outlook Add-in Administrator Guide Page 21

22 Chapter 3 Mapping Outlook and Jabber MomentIM IDs This chapter describes how to map Microsoft Outlook user IDs to Jabber MomentIM user IDs in the following environments: Microsoft Exchange server using Microsoft Active Directory Common Name (CN) attribute Microsoft Active Directory with different domains Outlook and Jabber MomentIM domains do not match This chapter includes: Exchange Server with Active Directory CN Attribute Different Domains for and Jabber MomentIM Active Directory and Different Domains Map IDs within Outlook Exchange Server with Active Directory CN Attribute If an Exchange server is being used, s from other users in the Exchange server will not come from the standard SMTP style of When Jabber Outlook Add-in looks at an Exchange server address, it only sees the Active Directory Common Name (CN) attribute associated with the Exchange server. Jabber MomentIM Outlook Add-in Administrator Guide Page 22

23 Chapter 3 Mapping Outlook and Jabber MomentIM IDs If the Active Directory CN attribute for users is the same as the username portion of their Jabber ID, then Jabber Outlook Add-in can recognize this by adding the <JabberOutlookAddinConfig> element and its attributes before the </prefs> tag in the branding.xml file. If Active Directory has CN=JSMITH, and John Smith's Jabber ID is then setting <CorpName>example.com</CorpName> allows Jabber Outlook Add-in to map the Outlook username to a Jabber ID in the contact list automatically. To add the JabberOutlookAddinConfig element Before you begin, review the branding.xml file information in the Jabber MomentIM Branding Guide and in the Changing Branding Settings chapter. 1. Using an XML editor, open the branding.xml file which is located in: - If you are using the Jabber MomentIM redistribution package: C:\Jabber MomentIM_stage - If you are using the original Jabber MomentIM setup executable: C:\Program Files\Jabber Inc\Jabber MomentIM 2. Add the following element and its children before the </pref> tag at the end of the branding.xml file. <JabberOutlookAddinConfig> <s><![cdata[ <option> <CorpName>example.com</CorpName> </option> ]]></s> </JabberOutlookAddinConfig> The <s> </s> tags contain the <![CDATA[ and ]]> tags to interpret the data as character data, not as XML markup. Therefore, < is escaped as < and > is escaped as >. 3. In the <CorpName> attribute, add your Jabber MomentIM domain. See Step 2 for the example. 4. Save the branding.xml file. - To modify other branding settings before you deploy Jabber MomentIM to your users along with the Jabber MomentIM plug-ins, follow the instructions in the Jabber MomentIM Branding Guide and in the Changing Branding Settings chapter. - To add plug-ins, follow the instructions in the Jabber MomentIM Plug-in Pack Administrator Guide. Exchange Server with Active Directory CN Attribute Jabber MomentIM Outlook Add-in Administrator Guide Page 23

24 Chapter 3 Mapping Outlook and Jabber MomentIM IDs - To recreate the Jabber MomentIM setup executable, follow the instructions in the Jabber MomentIM Branding Guide and in the Recreating the Setup Executable chapter if you are using the Jabber MomentIM redistribution package. Otherwise, recreate the Jabber MomentIM setup executable using your company s Windows Installer software tool. Different Domains for and Jabber MomentIM If the Microsoft Outlook domain (example.com), and the Jabber MomentIM domain (somehost.example.com) do not match, you need to map the domains by adding the <JabberOutlookAddinConfig> element and its attributes before the </prefs> tag in the branding.xml file. A map between the Outlook and Jabber MomentIM domains can be specified in the <MapItem> attribute within the <DomainMap> attribute. The Outlook domain is specified in the < _domain> attribute, and the Jabber MomentIM domain is specified in the <jabber_domain> attribute. To add the JabberOutlookAddinConfig element Before you begin, review the branding.xml file information in the Jabber MomentIM Branding Guide and in the Changing Branding Settings chapter. 1. Using an XML editor, open the branding.xml file which is located in: - If you are using the Jabber MomentIM redistribution package: C:\Jabber MomentIM_stage - If you are using the original Jabber MomentIM setup executable: C:\Program Files\Jabber Inc\Jabber MomentIM 2. Add the following element and its children before the </pref> tag at the end of the branding.xml file. <JabberOutlookAddinConfig> <s><![cdata[ <option> <DomainMap> <MapItem> < _domain>example.com</ _domain> <jabber_domain>somehost.example.com</jabber_domain> </MapItem> </DomainMap> </option> ]]></s> </JabberOutlookAddinConfig> Different Domains for and Jabber MomentIM Jabber MomentIM Outlook Add-in Administrator Guide Page 24

25 Chapter 3 Mapping Outlook and Jabber MomentIM IDs The <s> </s> tags contain the <![CDATA[ and ]]> tags to interpret the data as character data, not as XML markup. Therefore, < is escaped as < and > is escaped as >. 3. In the < _domain> attribute, add your Outlook domain. See Step 2 for example. 4. In the <jabber_domain> attribute, add your Jabber MomentIM domain. See Step 2 for example. 5. Save the branding.xml file. - To modify other branding settings, follow the instructions in the Jabber MomentIM Branding Guide and in the Changing Branding Settings chapter. - To add plug-ins, follow the instructions in the Jabber MomentIM Plug-in Pack Administrator Guide. - To recreate the Jabber MomentIM setup executable, follow the instructions in the Jabber MomentIM Administrator Guide and in the Recreating the Setup Executable chapter if you are using the Jabber MomentIM redistribution package. Otherwise, recreate the Jabber MomentIM setup executable using your company s Windows Installer software tool. Active Directory and Different Domains If your environment has the same Active Directory CN attribute for users as the username portion of their Jabber ID, then Jabber Outlook Add-in can recognize this by adding the <CorpName> attribute. In addition, if your Outlook domain is different than the Jabber MomentIM domain, you can map these domains with the <MapItem> attribute. To add the JabberOutlookAddinConfig element Active Directory and Different Domains Before you begin, review the branding.xml file information in the Jabber MomentIM Branding Guide and in the Changing Branding Settings chapter. 1. Using an XML editor, open the branding.xml file which is located in: - If you are using the Jabber MomentIM redistribution package: C:\Jabber MomentIM_stage - If you are using the original Jabber MomentIM setup executable: C:\Program Files\Jabber Inc\Jabber MomentIM Jabber MomentIM Outlook Add-in Administrator Guide Page 25

26 Chapter 3 Mapping Outlook and Jabber MomentIM IDs 2. Add the following element and its children before the </pref> tag at the end of the branding.xml file. <JabberOutlookAddinConfig> <s><![cdata[ <option> <CorpName>example.com</CorpName> <DomainMap> <MapItem> < _domain>example.com</ _domain> <jabber_domain>somehost.example.com</jabber_domain> </MapItem> </DomainMap> </option> ]]></s> </JabberOutlookAddinConfig> The <s> </s> tags contain the <![CDATA[ and ]]> tags to interpret the data as character data, not as XML markup. Therefore, < is escaped as < and > is escaped as >. 3. In the <CorpName> attribute, add your Jabber MomentIM domain. See Step 2 for example. 4. In the < _domain> attribute, add your Outlook domain. See Step 2 for example. 5. In the <jabber_domain> attribute, add your Jabber MomentIM domain. See Step 2 for example. 6. Save the branding.xml file. - To modify other branding settings, follow the instructions in the Jabber MomentIM Administrator Guide and in the Changing Branding Settings chapter. - To add plug-ins, follow the instructions in Jabber MomentIM Plug-in Pack Administrator Guide. - To recreate the Jabber MomentIM setup executable, follow the instructions in the Jabber MomentIM Administrator Guide and in the Recreating the Setup Executable chapter if you are using the Jabber MomentIM redistribution package. Otherwise, recreate the Jabber MomentIM setup executable using your company s Windows Installer software tool. Active Directory and Different Domains Jabber MomentIM Outlook Add-in Administrator Guide Page 26

27 Chapter 3 Mapping Outlook and Jabber MomentIM IDs Map IDs within Outlook Users can map individual Outlook and Jabber MomentIM IDs within the Outlook application or add a person as a Jabber MomentIM contact from Outlook. See the Jabber Outlook Add-in Help Topic document. Map IDs within Outlook Jabber MomentIM Outlook Add-in Administrator Guide Page 27

28 Chapter 4 Known and Resolved Issues This chapter lists the known issues and workarounds (when available) and resolved issues for Jabber MomentIM Outlook Add-in. Known Issues Number Description/Workaround 23198, If Microsoft Outlook uses an exchange server and its address and the Jabber domain do not match, users will need to map their Jabber MomentIM s contacts to their Jabber domain in Outlook If users close Outlook and then immediately start Outlook again, sometimes an error dialog box from Outlook displays stating "This Operation Failed." This is due to the fact that Outlook is still shutting down, and the Jabber Outlook Add-in increases this shutdown time by couple of seconds after the Outlook application closes. Therefore, if users open Outlook right after the Outlook window closes an error dialog box can display If users set the Start minimized to system tray preference in System of the Preferences dialog box, they must also set the Automatically login with last profile preference in the System of the Preferences dialog box. When Microsoft Outlook is opened, it automatically opens Jabber MomentIM if Jabber MomentIM is closed. In order for Jabber MomentIM to connect, it must use the last profile to connect with before minimizing to the system tray after startup When users enable the Outlook calendar event to change their presence to "Away" when they are in a meeting, then while the calendar event is in progress, users cannot change their presence manually. Jabber MomentIM Outlook Add-in Administrator Guide Page 28

29 Chapter 4 Known and Resolved Issues Number Description/Workaround If users start Outlook first, Outlook automatically starts Jabber MomentIM. If users close Jabber MomentIM prior to closing Outlook, the following warning message displays: If users still want to close Jabber MomentIM, in the warning message dialog box, users should click Yes. If users want to connect to Jabber MomentIM again, they can click the Disconnected button on the Microsoft Outlook toolbar, and then click Connect on the shortcut menu. You can add the <brand_warn_close_com_server value="0"/> element to the branding.xml file, so that this warning message dialog box does not display If the Jabber MomentIM menus do not appear in Microsoft Outlook 2007, the Jabber Outlook Add-in might be disabled. Workaround: To enable the Jabber Outlook Add-in: 1. From the Help menu, click Disable Items. 2. Select Jabber Outlook Add-in, and then click Enable. If Jabber Outlook Add-in does not appear in the Disabled Items list: 1. From the Tools menu, click Trusted Center. 2. In the Trust Center dialog box select Add-ins. 3. At the bottom of the Add-ins page, in the Manage box, select COM Add-ins, and then click Go. 4. Select the Jabber Outlook Addin check box, and then click OK. Jabber MomentIM Outlook Add-in Administrator Guide Page 29

30 Chapter 4 Known and Resolved Issues Resolved Issues Number Description/Workaround 24465, If users close Outlook before closing Jabber MomentIM, the Jabber MomentIM application does not close. Jabber MomentIM Outlook Add-in Administrator Guide Page 30

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