CUSTOMER GUIDE Interoute One Bridge Outlook Plugin User Guide

Transcription

1 CUSTOMER GUIDE Interoute One Bridge Outlook Plugin User Guide

2 Version History Version Date Title /04/2015 Initial document /07/2015 Updated for release /01/2016 Updated to indicate compatibility with Outlook /02/2016 Access via a proxy is not supported /06/2016.NET Framework 4.0 or higher is required /11/2016 Description of the Delegate booking a meeting in delegator s calendar feature All quotes, offers or proposals are (i) made based on Interoute s standard terms and conditions (ii) subject to contract, survey and availability; and (iii) only valid for a period of 30 days from the date of this message. Copyright Statement Interoute 04 November 2016 This document contains information proprietary to Interoute. Nothing within this document may be construed as an offer to supply goods or services except where explicitly stated. All sales are subject to contract. Interoute is a trading name of Interoute Communications Limited, registered in England number , registered address 25 Canada Square, Canary Wharf, London E14 5LQ, UK.

3 1. Contents 1. Contents Introduction Prerequisites Limitations Features Creating a new Interoute One Bridge Meeting Delegate booking meeting in delegator s calendar Troubleshooting Support... 14

4 2. Introduction The Interoute One Bridge Outlook Plugin enables users to create a Microsoft Outlook meeting invite that contains their Virtual Meeting Room (VMR) connection details. This document is intended for users that will be creating meeting invites. 3. Prerequisites Users must be running Microsoft Windows 10, 8.1, 8 or 7 operating system The.NET Framework 4.0 or above must be installed Users must have Outlook 2010, Outlook 2013 or Outlook 2016 installed on their computer The IT department must have deployed the outlook plugin to the user s personal computer The IT department must have associated the user s address to at least one VMR on the Interoute One Bridge Service. Users must have Public Internet access for the plugin to update their VMR details and meeting invite content. 4. Limitations 5. Features Access to the Internet from the user s computer must not be via a proxy server. The Outlook plugin allows a user to create a meeting invite containing connection details of their chosen VMR. Where a user s address is assigned to multiple VMRs the user is prompted for which VMR they would like the connection details inserted in to the meeting invite. Where a user has been delegated responsibility for one or more addresses (for example delegation to a personal assistant) then the VMRs assigned to those delegated addresses are also available for the user to select from, provided the user s address has been added to the delegator s VMR. Otherwise, the user should open the delegator s calendar before creating a meeting invite, where the delegator s VMR details will be used instead. 6. Creating a new Interoute One Bridge Meeting 1) Navigate to Calendar in Outlook, then a) Either Click New Interoute One Bridge Meeting icon in the toolbar

5 Figure 1 - Outlook 2013 Mail Toolbar, New Interoute One Bridge Meeting b) Or click on New Items, Interoute One Bridge Meeting c) Or click on the Reply with Meeting button Figure 2 - Outlook 2013 Mail Toolbar, New Items Figure 3 - Outlook 2013 Mail Toolbar, Reply with Meeting d) Or click on New Meeting or New Appointment Figure 4 - Outlook 2013 Calendar Toolbar, New Appointment, New Meeting 2) For c) or d) above then a pop-up meeting invite will be generated. Select the meeting or appointment tab in the toolbar and then select Interoute One Bridge Meeting

6 Figure 5 - Outlook 2013 Meeting Invite Toolbar Figure 6 - Outlook 2013 Appointment Invite Toolbar 3) If there is more than one VMR available to choose from then a pop-up window will prompt the user to choose one. Figure 7 - Pop-up if Multiple VMRs are Available NOTE: If the plugin user has been granted delegate permissions to another user s calendar then the calendar entry can be created in the delegator s calendar provided the plugin version running is a least More detail on how to make use of this feature in the following section. 4) The connection details for the VMR will be written into the body of the meeting invite. 5) Complete the meeting invite as per usual

7 Figure 8 - Outlook 2013 Example Meeting Invite Body If there is a PIN or Participant PIN set then this will be included in the invite message body Note that the Leader s PIN, when set, is not included in the meeting invite message body for security reasons. The leader(s) must therefore know the leader PIN, when set, for the relevant VMR in order to join the meeting.

8 7. Delegate booking meeting in delegator s calendar Additional prerequisites The user plugin must be running plugin version a or above. The required delegate permissions must be setup in the manager s Outlook client. This functionalitty is File > Account Settings > Delegate Access ( Figure 9) Figure 9 - Outlook Delegate setup Usage guideline In order for a delegate to book a meeting in a delegator/manager s calendar the following sequence needs to be followed. Screenshots below capture the scenario. The delegates calendar is on the left, the managers calendar on the right. The numbers from the screenshot corresponds to the red numbers in the text below. 1. The delegate right clicks on the manager s calendar focusing on the applicable timeslot [1] 2. The right click context menu must be used, either [New Meeting Request] [2] or [New Appointment] [3] can be clicked. 3. IMPORTANT : The Calendar ribbon button [4] cannot be used for the [delegate booking in manager s calendar scenario]. This is because clicking on the calendar ribbon button returns

9 the focus to the delegate calendar rather than where the mouse had focus in the manager s calendar. Figure 10 - Outlook Calendar view 4. After the right click on the manger s calendar the meeting or appoint dialog will load. Click the [One Bridge Meeting] ribbon item [5] in the New Appointment or New Meeting Dialogs. Figure 11 - Appointment or meeting dialog 5. After the Interoute Onebrige invite text has been download, the user can verify that the correct calendar has focus by looking at the calendar specificed in the bottom left of the dialog [6]

10 Figure 12 - Confirm destination calendar 8. Troubleshooting Check that the plugin is installed To check that the plugin is installed a user should, in Microsoft Windows, navigate to the Control Panel, Programs and Features and search through the list of installed programs. The program for the plugin is called 1BridgeOutlookAddIn

11 Figure 13 - Programs and Features Check that the plugin is enabled To confirm that the Plugin is enabled in Microsoft Outlook the user must start Microsoft Outlook and check that Interoute One Bridge Meeting is an available option when selecting New Items or in the toolbar when looking at their calendar. Figure 14 Outlook 2013 toolbar view when viewing Mail Figure 15 Outlook 2013 toolbar view when viewing Calendar Check that the plugin is not disabled If the Plugin is verified as installed but is not available in Outlook then it is likely that it is disabled. Outlook will automatically disable an add-in if it slows down Outlook start-up and this may occur if the plugin cannot check for updates due to a network issue. In Microsoft Outlook 2013: 1. Select File. The account information will be shown.

12 2. Select Slow and Disabled Add-ins. Figure 16 - Outlook 2013 Account Information Screen 3. If 1BridgeOutlookPlugin is listed then select Always enable this add-in Figure 17 - Outlook 2013 "Slow and Disabled Add-ins" screen Plugin failed at start up Starting with Outlook 2013, Outlook enforces that all add-ins must consistently load faster than 1000 milliseconds. On some machines, it may take slightly longer than one second for the plugin to load. This can be due to many environmental factors, including disk speed. Click here for more technical information from Microsoft, including information for administrators on how to override this behaviour via Group Policy, forcing the plug-in to always be enabled on all machines. Click here for further documentation on the Group Policy templates included in the Office 2013 Resource Kit, including the relevant one for this issue. No Virtual Meeting Room (VMR) details can be found by the plugin If no VMR details can be found by the plugin, check to ensure: 1. The user has an Interoute One Bridge Virtual Meeting Room. Contact the IT administrator to confirm.

13 2. The user s address has been associated to the VMR. Contact the IT administrator to confirm. Figure 18 - Error if the User's is not associated to any VMRs A newly created VMR has a user s address associated to it but it is not showing in the plugin Please wait for a few minutes and then try again. Does the plugin work when offline? Yes. Once the plugin has been used once and VMR information retrieved, then the plugin retains a cache of the VMR information so long as Outlook is not restarted. If Outlook is restarted then there is no cache so the plugin then requires an Internet connection to work. The user is informed if the plugin is using cached information. Figure 19 - Notification message when plugin is using cached information Note that when using its cache the plugin cannot retrieve information on any new VMRs created as it has no connectivity to the Internet. If the user has no access to the Internet and starts or restarts Outlook then the plugin will not be able to work and the following error message is generated. Restore connectivity to the Internet and the plugin will start to work again.

14 Figure 20 - Notification message when the plugin is unable to work 9. Support Contact the user s IT Department or Administrator.