Hewlett Packard Development Company. HP MyRoom Add in for Microsoft Outlook 2010/2013 User Guide

Hewlett Packard Development Company HP MyRoom Add in for Microsoft Outlook 2010/2013 User Guide HP MyRoom Add in for Microsoft Outlook 2010/2013 User Guide

Hewlett Packard Development Company August 2014 Contents Contents... 2 Introduction... 3 HP MyRoom Add-in for Microsoft Outlook... 3 Audience... 3 Installing the Add-in... 4 Overview... 4 Software requirements... 4 Downloading the add-in... 4 Installing the add-in... 5 To install the add-in... 5 Using the Add-in... 7 Features... 7 Scheduling a one-time event... 7 Start Outlook, go to calendar... 7 Create a new meeting... 8 Sign into HP MyRoom account... 8 Fill in meeting fields... 9 Set event options... 9 Add teleconferencing and other information to message... 10 Send meeting... 11 Updating events/meetings... 12 Canceling the event... 13 Attending the meeting... 15 Use Outlook meeting to attend event... 15 Constraints... 16 Keep these constraints in mind... 16 Troubleshooting... 17 Cannot log onto Server... 17 Server does not respond to request... 17 Uninstalling the add-in... 17 Unusual behavior in Outlook after installing the add-in... 18 2 August 2014

Introduction HP MyRoom Add-in for Microsoft Outlook Audience The HP MyRoom Add-in for Microsoft Outlook integrates the task of creating Outlook meetings with scheduling one-time events for HP MyRoom. With this add-in, meeting resources can be managed from one tool. Managing rooms currently must take place from the HP MyRoom application available for download at www.myroom.hp.com. This guide is for individuals who are room owners scheduling events in HP MyRoom. August 2014 3

Installing the Add-in Overview This chapter explains the following: The system requirements for installing HP MyRoom Add-in for Microsoft Outlook How to install the add-in Software requirements The following operating systems and software are supported for this version of the HP MyRoom Add-in for Microsoft Outlook 2010/2013: Microsoft Office Version Operating System Outlook 2010 or 2013 (not Office 2013 RT) Office 365 Personal Microsoft Windows Vista with Service Pack (SP) 2 Windows 7 SP1 Windows 8, 8.1 Update Windows Server 2008 Windows Server 2008 R2 Windows Server 2012 Windows Server 2012 R2 Downloading the add-in Open a web browser window and go to the URL: https://www.myroom.hp.com/download/outlook 4 August 2014

Figure 1: https://www.myroom.hp.com/download/outlook Click the Download button to start the download. Click Run when asked to Run or Save. Installing the add-in Installing the add-in for Microsoft Outlook is an automated process. An install wizard works as a step-by-step guide through the installation. To install the add-in 1. Close any running versions of Microsoft Outlook. Microsoft Outlook must not be running in order to install the add-in. The HP MyRoom Add-in for Microsoft Outlook installs using a wizard. Here are the screens generated by that installation program. Figure 2: HP MyRoom Installation Wizard Close Outlook August 2014 5

2. Review the license terms using the link provided and tick the I agree to the license terms and conditions box to enable the Install button. Figure 3: HP MyRoom Installation Wizard Review and accept license terms 3. Click Close once the installation is complete. Figure 4: HP MyRoom Installation Wizard Completion 6 August 2014

Using the Add-in Features The HP MyRoom Add-in for Microsoft Outlook allows users to schedule an event in Outlook. This chapter describes how to schedule a one-time Outlook meeting with an HP MyRoom event, how to update the Outlook meeting with the event, and how to cancel the Outlook meeting and the event. Scheduling a one-time event The following steps cover how to schedule a one-time HP MyRoom event in an Outlook meeting. Start Outlook, go to calendar 1. Start Outlook. 2. Go to the Calendar. Figure 5: Outlook Calendar August 2014 7

Create a new meeting 1. Click on the New Meeting icon and choose New Meeting or New Meeting with All. Sign into HP MyRoom account Figure 6: New Outlook Meeting The add-in needs to obtain specific authenticated information, such as the rooms available to be scheduled or those owned. Sign in to your HP MyRoom account via the Outlook meeting. Note This step only needs to be done the first time you schedule a meeting using HP MyRoom in Outlook. 1. To sign into the account, click the arrow under the HP MyRoom icon in the meeting ribbon and choose Options. Figure 7: Options 2. Enter your HP MyRoom account name (email address) and password. Click OK. Figure 8: Server Login 8 August 2014

3. Launch the HP MyRoom add-in by clicking the icon itself. HP MyRoom Add-in for Microsoft Outlook User Guide Figure 9: Launch add-in Fill in meeting fields 1. Fill in or adjust the Outlook meeting fields: To, Subject, Start Date and Time, End Date and Time, and Reminder. You can use the HP MyRoom panel to choose the start and end dates and set your meeting time in Outlook. Set event options Figure 10: Outlook meeting Set the HP MyRoom parameters for your event. 1. In the HP MyRoom panel, select the room you want to use for your meeting. You will see all rooms owned by you in the list. If the Start time and End times you have set are available in the room, you will see Room/Date/Time Available in the MyRoom add-in. If you see Room/Date/Time Unavailable, either a meeting is already scheduled in that room at that time or your meeting length is too short or too long. August 2014 9

HP MyRoom meetings are a minimum of half an hour long to a maximum of 12 hours long. Figure 11 Choose room 2. Click on the drop down list to choose to include Presenter or Participant keys or both in your meeting invitation. Figure 12: Include keys Add teleconferencing and other information to message Add teleconferencing and other meeting information about the one-time event such as an agenda to the meeting. 1. You can add any pertinent information into the body of the invitation. 2. The telephone number and conference code or other information entered in the Teleconference/Other info: field of the HP MyRoom Add-in will be copied to the body once the invitation is sent. 10 August 2014

3. Event keys and links will be added to the body once the invitation is sent. Figure 13: Add HP MyRoom event details Send meeting Send out the meeting to attendees 1. Click Send. You can now open the meeting in your calendar to see the details of the event you have created. The URLs for the participant key and/or the presenter key (depending on selection) are automatically added to the message area of the meeting along with start and end times and the teleconference/other information, if provided. The information is enclosed by the two lines -=-=-= HP MyRoom Info =-=-=and -=-=-= HP MyRoom Info End =-=-=-. Information added manually between these two lines will be deleted when sent. August 2014 11

Figure 14: Meeting Information! Important Do not add or modify any text between the lines -=-=-= HP MyRoom Info =-=-=- and -=-=-= HP MyRoom Info End =-=-=-. The HP MyRoom server maintains this information. If the meeting is modified or updated, the HP MyRoom server will update the information between these lines and delete anything added. Updating events/meetings If the date, time, room, teleconference/other info or keys to include for the event need to be changed, do the following: 1. Open the meeting in the Calendar. 2. Change the fields for the options that need to be changed. 3. Click Send Update to update your HP MyRoom information and send the new details to your attendees.! Important Do not add or modify any information between the lines -=-=-= HP MyRoom Info =-=-=- and -=-=-= HP MyRoom Info End =-=-=-. The HP MyRoom server maintains this information. If the meeting is modified or updated, the HP MyRoom server will update the information between these lines and delete anything added. 12 August 2014

WARNING HP MyRoom Add-in for Microsoft Outlook User Guide Changing your event in your HP MyRoom account does not update your Outlook calendar item. If you have scheduled your meeting using the HP MyRoom add-in for Outlook, modify it through Outlook to make your changes apply in both places. Canceling the event WARNING Please make sure that the meeting should really be cancelled. Once Delete is clicked, the add-in immediately contacts the HP MyRoom server and deletes the event. There is no way to cancel the deletion and recover the event. If the meeting and the HP MyRoom event need to be cancelled, perform one of the following: 1. Open the meeting and delete it. a. Open the meeting in the Calendar by either double-clicking on the meeting or, in Outlook 2013, clicking the meeting, and then on the Meeting tab, choosing Open from the ribbon. b. Delete the meeting by clicking the Cancel Meeting icon. c. Click Send Cancellation to advise your attendees of the cancellation. d. The Outlook meeting will be cancelled and the event will be deleted in HP MyRoom. OR 2. Select the meeting and delete it. a. From the calendar, select the meeting with a single left-mouse click. b. Click the Cancel Meeting icon. c. Click Send Cancellation to advise your attendees of the cancellation. d. The Outlook meeting will be cancelled and the event will be deleted in HP MyRoom. OR 3. Right-click and delete the meeting. a. From the calendar, right-click on the meeting. b. Choose Cancel Meeting from the menu. c. Click Send Cancellation to advise your attendees of the cancellation. August 2014 13

d. The Outlook meeting will be cancelled and the event will deleted in HP MyRoom. 14 August 2014

Attending the meeting Figure 15: Attend Meeting URL Use Outlook meeting to attend event 1. At the appointed time of the event, open the meeting in Outlook. Alternatively, if an Outlook Meeting Reminder has been set, it will pop up at the scheduled time prior to the event. Open the meeting from the reminder window. 2. Click on the appropriate URL to enter the room. 3. On the Join page, enter your name in the name field. The key will already be entered. 4. Click Go to enter the event. August 2014 15

Constraints Keep these constraints in mind If you scheduled your event in Outlook using the MyRoom add-in, make any modifications to it using the add-in, not your MyRoom account. If you modify the event in your MyRoom account, the changes will not be passed through to your Outlook calendar or your attendees. The MyRoom panel must be open when changes or cancellations are made to your Outlook meeting. Any setup/changes/cancellations can be saved but they do not take effect until you click the Send, Send Update or Send Cancellation button. You can only schedule meetings through Outlook in rooms which you own. Rooms for which you have Room Administrator privileges will not be included in the Available Rooms list. The HP MyRoom Add-in for Outlook is not available for Mac and Linux. 16 August 2014

Troubleshooting Cannot log onto Server If a connection cannot be made to the HP MyRoom server, test the connection by logging into your account via the HP MyRoom web page. Go to http://www.myroom.hp.com and try to sign in to your account. If the web page cannot be reached, then there may be a problem with the network connection to the HP MyRoom server. If sign in to the account cannot be completed, there may be an issue with the account. Contact the HP Virtual Delivery Service Desk. If sign in can be completed but a room cannot be entered, then please call the HP Virtual Delivery Service Desk for further diagnosis and troubleshooting. Server does not respond to request After signing into the HP MyRoom server, if the HP MyRoom server repeatedly cannot respond to the request (create a new event, delete an event, etc.), the connection to the HP MyRoom server may have timed out. To reconnect to the HP MyRoom server from the add-in, exit out of Outlook and restart Outlook. Uninstalling the add-in To uninstall the add-in, perform the following: 1. Close all running instances of Outlook. 2. Open the Control Panel for Windows. 3. Under Programs, click Uninstall a program. 4. Find the HP MyRoom Add-in for Outlook 2010/2013 and select it. 5. Click Uninstall. 6. Click Uninstall in the HP MyRoom Add-in for Outlook 2010/2013 Setup window. 7. The add-in is then removed from the system. Click Close to exit the window. 8. Re-open Outlook. August 2014 17

Unusual behavior in Outlook after installing the addin If unusual behavior in Outlook occurs after installing the HP MyRoom Add-in for Microsoft Outlook, you may be informed that Automated Safe Mode has started for Outlook. To correct this problem, perform the following tasks: 1. Close Outlook. 2. Uninstall the add-in (See the above instructions). 3. Reinstall the HP MyRoom Add-in for Microsoft Outlook (See the Installation module). 4. Re-start Outlook. If the problem persists, there may be cause to re-install your version of Outlook. Please consult your IT department. 18 August 2014