Opening SCOPIA Outlook Add-In

Transcription

1 1 Opening SCOPIA Outlook Add-In 1-2 How-To Schedule a Quick Meeting Room 2-4 Using a Meeting PIN and/or Moderator PIN 4-5 Endpoints Tab-How-To Invite an Endpoint to Your Meeting 5-6 Advanced Tab-How-To Modify Advanced Settings for Your Meeting 6-7 How-To Change the Meeting Type for Your Meeting Room 7-8 How-To Complete the Outlook Scheduling Process after Modifying Advanced Settings 9-10 How-To Edit an Existing 3CMeNow Meeting Using SCOPIA Outlook Add-In Opening SCOPIA Outlook Add-In 1. Open Outlook. 2. Click the Calendar tab at the bottom of Outlook. (See Figure 1) Your Outlook Calendar Will open. (See Figure 2) 3. Click on the Outlook Home ribbon. (See Figure 2) Figure 1 Outlook Mail Box Figure 2 Outlook Calendar Opens

2 Schedule a Scopia Meeting window containing advanced meeting settings opens. (See Figure 3) 2 Figure 3 Schedule a Scopia Meeting Window Advanced Meeting Settings How-To Schedule a Quick Meeting Room (SCOPIA Outlook Add-In defaults to Meeting Type 405-to Support Legacy H.323 Room Systems). Click How-To Change the Meeting Type for Your Meeting Room to schedule a Meeting Room with Meeting Type 401 to use the latest meeting room capabilities. Otherwise, skip to step 1 below. 1. Open Outlook. 2. Click the Calendar tab at the bottom of Outlook. (See Figure 4) Your Outlook Calendar Will open. (See Figure 5) Figure 4 Outlook Mail Box 3. Click on the Outlook Home ribbon. (See Figure 5) Schedule a Scopia Meeting window opens. (See Figure 6) 4. Click to exit the Schedule a Scopia Meeting window. (See Figure 6) Figure 5 Outlook Calendar Opens Figure 6 Schedule a Scopia Meeting Window Advanced Meeting Settings

3 Your Outlook Calendar Invite will open. (See Figure 7) 3 5. Click (See Figure 7) Figure 7 Outlook Calendar Invite Basic Meeting Settings

4 6. You may now add recipients to the To field. (You must send the meeting to yourself). (See Figure 8) 7. You may also enter agenda items above **********START********** in the message body. (See Figure 8) 8. Schedule the Meeting as you typically do in Outlook. (See Figure 8) 4 Figure 8 The To Field Opens & You May Add Recipients Using a Meeting PIN and/or Moderator PIN Skip to step one below if SCOPIA Outlook Add-In is already opened. Otherwise, click Opening SCOPIA Outlook Add-In for instructions. Then, proceed to step one. Schedule a Scopia Meeting window containing advanced meeting settings opens. (See Figure 9) 1. Meeting PIN (numeric) (Included in your Outlook Calendar Invite). Requires participants to enter this number in order to join your meeting. (See Figure 9) 2. Moderator PIN (numeric). Requires Moderator(s) to enter this number while in their meeting in order to access SCOPIA Desktop Moderate Menu. (See Figure 9) NOT INCLUDED IN YOUR OUTLOOK CALENDAR INVITE. STORE PIN IN A SAFE PLACE AND DISTRIBUTE AS NEEDED TO MODERATOR(S). 3. Click to exit the Schedule a Meeting window. (See Figure 9). Figure 9 Schedule a Scopia Meeting Window Advanced Meeting Settings Click How-To Complete the Outlook Scheduling Process after Modifying Advanced Settings if you are finished modifying advanced settings in Schedule a Scopia Meeting window to complete the scheduling process.

5 HELP!!! I LOST MY MEETING PIN AND/OR MODERATOR PIN for a Meeting I Previously Scheduled Your Meeting PIN & Moderator PIN are stored in the Schedule a Scopia Meeting window of your scheduled meeting. Click How-To Edit an Existing SCOPIA Outlook Add-In 3CMeNow Meeting for instructions for accessing your stored Meeting PIN and/or Moderator PIN. Only the 3CMeNow account holder(s) who scheduled the meeting have access to this information. Endpoints Tab-How-To Invite an Endpoint (Room System) to Your Meeting Skip to step one below if SCOPIA Outlook Add-In is already opened. Otherwise, click Opening SCOPIA Outlook Add-In for instructions. Then, proceed to step one. Schedule a Scopia Meeting window containing advanced meeting settings opens. (See Figure 10) 1. Click to access the endpoint list or advanced options. (See Figure 10). 5 Steps 2-8 (See Figure 11) 2. Click the Endpoints tab. 3. Click the By Address Radio Button. Figure 10 Schedule a Scopia Meeting Window Advanced Meeting Settings 4. Click in the Type area and select IP (H.323) OR IP (SIP) 5. Enter a Display Name for your endpoint. 6. Enter the endpoint s Public IP Address or SIP Address in the Address area. 7. Click in the Bandwidth area to select Default if not already selected. 8. Click Add Figure 11 Schedule a Scopia Meeting Window-Endpoint Tab

6 You just invited an endpoint to your meeting. (See Figure 12) 6 Avaya SCOPIA iview will call Your endpoint s H.323 Public IP Address or SIP Address before the scheduled start of your meeting. Note: Please remind participants to power ON and configure their endpoint(s) to accept incoming calls. 9. Click to exit the Schedule a Meeting window. (See Figure 12). Figure 12 Schedule a Scopia Meeting Window-Scheduled Endpoint Click How-To Complete the Outlook Scheduling Process after Modifying Advanced Settings if you are finished modifying advanced settings in Schedule a Scopia Meeting window to complete the scheduling process. Advanced Tab-How-To Modify Advanced Settings for Your Meeting Skip to step one below if SCOPIA Outlook Add-In is already opened. Otherwise, click Opening SCOPIA Outlook Add-In for instructions. Then, proceed to step one. Schedule a Scopia Meeting window containing advanced meeting settings opens. (See Figure 13) 1. Click to access the endpoint list or advanced options. (See Figure 13) Figure 13 Schedule a Scopia Meeting Window Advanced Meeting Settings

7 Steps 2-6 (See Figure 14) 2. Click the Advanced tab. 3. Click in the Location Preference area and select Auto if not already selected. 4. You may check the box next to Place participants in a waiting room ONLY IF YOU ENTER A MODERATOR PIN. ALL PARTICIPANTS (INCLUDING THE MODERATOR) ARE IN THE WAITING ROOM UNTIL THE MODERATOR ENTERS THE MODERATOR PIN. 5. Click the box next to Record this meeting if you wish to record your meeting to your RECORDINGS AND EVENTS page found in your Conference Client Meeting Portal. Click How-To VIEW/DOWLOAD Recordings for more information. 6. Click to exit the Schedule a Meeting window. Figure 14 Schedule a Scopia Meeting Window-Advanced Tab Click How-To Complete the Outlook Scheduling Process after Modifying Advanced Settings if you are finished modifying advanced settings in Schedule a Scopia Meeting window to complete the scheduling process. How-To Change the Meeting Type for Your Meeting Room Skip to step one below if SCOPIA Outlook Add-In is already opened. Otherwise, click Opening SCOPIA Outlook Add-In for instructions. Then, proceed to step one. Schedule a Scopia Meeting window containing advanced meeting settings opens. (See Figure 15) 1. Click in the Virtual Room area. (See Figure 15) 2. Click Others (See Figure 15) 7 The Others window will open. (See Figure 16) Figure 15 Schedule a Scopia Meeting Window Advanced Meeting Settings 3. Click in the Meeting Type area and select one of the following two options (See Figure 16): Option #1: Use Meeting Type 405 (Default Setting) if ANY legacy H.323 Room Systems are joining your meeting. Option #2: Use Meeting Type 401 if ONLY the LATEST H.323 room systems, computers & mobile devices in are joining your meeting. Figure 16 Others Window New Meeting Tab Meeting Type Options

8 8 4. Click to exit the Others window (See Figure 17) 5. Click to exit the Schedule a Scopia Meeting window (See Figure 18). Figure 17 Others Window-New Meeting Tab Figure 18 Schedule a Scopia Meeting Window Advanced Meeting Settings Click How-To Complete the Outlook Scheduling Process after Modifying Advanced Settings if you are finished modifying advanced settings in Schedule a Scopia Meeting window to complete the scheduling process.

9 How-To Complete the Outlook Scheduling Process after Modifying Advanced Settings Your Outlook Calendar Invite will open after you have finished inputting advanced option(s) as instructed. (See Figure 19) 1. You may also enter agenda items above **********START********** in the message body. (See Figure 19) 9 2. Click (See Figure 19) Figure 19 Outlook Calendar Invite Basic Meeting Settings

10 3. You may now add recipients to the To field. (You must send the meeting to yourself). (See Figure 20) 4. Schedule the Meeting as you typically do in Outlook. (See Figure 20) Then, Click Figure 20 Outlook Calendar Invite Basic Meeting Settings To Field is Active

11 How-To Edit an Existing 3CMeNow Meeting Using SCOPIA Outlook Add-In Note: Only the 3CMeNow account holder(s) who scheduled the meeting have editing privileges 1. Open Outlook 2. Click the Calendar tab. (See Figure 21) 11 Figure 21 Outlook Calendar User Interface

12 3. The Outlook Calendar Opens. (See Figure 22) 4. Double click on your Outlook Calendar Invite from within your Outlook Calendar. (See Figure 22) 12 Figure 22 Outlook Calendar User Interface

13 13 Your Outlook Calendar Invite will open. (See Figure 23) 5. Click (See Figure 23) Figure 23 Outlook Calendar Invite Basic Meeting Settings Schedule a Scopia Meeting window opens. (See Figure 24) 6. You may edit each SCOPIA Outlook Add-In setting as indicated in the headings above. NOTE #1: YOU MAY NOT EDIT THE MEETING TYPE IN THE VIRTUAL ROOM AREA AS THIS FIELD IS GREYED OUT. (See Figure 24) NOTE #2: THE MEETING ID WILL NOT CHANGE WHEN YOU EDIT A MEETING. (See Figure 24) 7. Click to exit the Schedule a Meeting window. (See Figure 24). Figure 24 Schedule a Scopia Meeting Window Advanced Meeting Settings

14 Your Outlook Calendar Invite remains open. (See Figure 25) 8. Schedule your once only or reoccurring meeting as you typically do in Outlook. (See Figure 25) Note: you may also enter agenda items above **********START********** in the message body. (See Figure 25) Click to your participants with the updated information. See Figure 25) Figure 25 Existing Outlook Calendar Invite Basic Meeting Settings