Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook

Transcription

1 APPENDIX B Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook Revised: October 18, 2006, Topics in this section include: Restrictions for Microsoft Outlook Integration, page B-1 Information About Microsoft Outlook Integration, page B-1 How to Integrate with Microsoft Outlook, page B-3 Additional References for Integrating With Microsoft Outlook, page B-10 The content in this chapter applies only to the Cisco Unified MeetingPlace Express system and not to the Cisco Unified MeetingPlace Express VT system. Restrictions for Microsoft Outlook Integration Microsoft Outlook integration is applicable only for scheduled and reservationless meetings. You cannot use Microsoft Outlook for ad hoc conferencing. When a meeting is scheduled from Microsoft Outlook, Cisco Unified MeetingPlace Express cannot track which invitees have Cisco Unified MeetingPlace Express user profiles and therefore treats everyone as a guest user. This limitation prevents the system from automatically dialing out to users based on their attend settings. Guest Profile Fields That Apply to Guest Users, page 8-21, page B-1 Information About Microsoft Outlook Integration When Cisco Unified MeetingPlace Express is integrated with Microsoft Outlook, end users can schedule, reschedule, and cancel meetings from the Microsoft Outlook calendar. Microsoft Outlook notifications can be sent whether the meetings were scheduled, rescheduled, or canceled from the Microsoft Outlook calendar or from the Cisco Unified MeetingPlace Express end-user web interface. When end users accept an invitation, the meeting information and a click-to-attend link become available from their Microsoft Outlook calendar. B-1

2 Information About Microsoft Outlook Integration Appendix B Note For information about end-user features and benefits, see the User Guide for Microsoft Outlook Operating with Cisco Unified MeetingPlace Express. Topics in this section include: About User Profile Preferences for Notifications, page B-2 Requirements for Client Installation, page B-3 About User Profile Preferences for Notifications When Cisco Unified MeetingPlace Express is integrated with Microsoft Outlook, you can configure the type user profile field to determine which type of notification is sent to each user. For meetings that are scheduled from the Cisco Unified MeetingPlace Express end-user web interface, notifications may be sent as either of the following: SMTP notification from the Cisco Unified MeetingPlace Express Microsoft Outlook notification from the Microsoft Exchange Server For meetings that are scheduled from the Microsoft Outlook Calendar: Invitees always receive Microsoft Outlook notifications. Microsoft Outlook sends a single notification to all invitees in the Language specified in the meeting scheduler s Cisco Unified MeetingPlace Express user profile. Both SMTP and Microsoft Outlook notifications use the notification templates in Cisco Unified MeetingPlace Express. Both SMTP and Microsoft Outlook notifications provide relevant meeting information and click-to-attend links. Microsoft Outlook notifications provide the following additional benefits: Microsoft Outlook notifications can immediately update each invitee s Microsoft Outlook Calendar. The meeting scheduler receives Microsoft Outlook replies that indicate which attendees accepted or declined the invitation. Configuring Cisco Unified MeetingPlace Express User Profile Preferences for Notifications, page B-5 Notification Template Types, page 14-3 About Client Installation As the system administrator, you configure the setup.exe file that installs the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook on end-user systems. The extension enables users to click a tab within the Microsoft Outlook Calendar to access a Cisco Unified MeetingPlace Express scheduling form. The form contains a browser control that communicates over HTTP with the Cisco Unified MeetingPlace Express server. The extension also enables users to modify some preferences from Microsoft Outlook by clicking Tools > Options and then selecting the MeetingPlace tab. B-2

3 Appendix B How to Integrate with Microsoft Outlook Requirements for Client Installation, page B-3 Configuring the Client Installation File for the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook, page B-6 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook Locally on the End-User PC, page B-7 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook By Using an Automated Distribution Tool, page B-8 Uninstalling the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook, page B-9 Requirements for Client Installation Install the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook on the PCs of all Microsoft Outlook users that are connected to your Microsoft Exchange Server. If a Microsoft Outlook user does not have the extension installed when the user clicks the MeetingPlace tab in a received meeting notification, that user may see an error. Users who are not connected to the Microsoft Exchange Server do not see the MeetingPlace tab. If delegates will use Microsoft Outlook to schedule Cisco Unified MeetingPlace Express meetings on behalf of other users, then each delegate and each person on whose behalf meetings are scheduled must install the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook. Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook Locally on the End-User PC, page B-7 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook By Using an Automated Distribution Tool, page B-8 How to Integrate with Microsoft Outlook Topics in this section include: Configuring the Microsoft Outlook Exchange Server, page B-4 Configuring the Cisco Unified MeetingPlace Express Connection to the Microsoft Exchange Server, page B-4 Configuring Cisco Unified MeetingPlace Express User Profile Preferences for Notifications, page B-5 Configuring the Client Installation File for the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook, page B-6 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook Locally on the End-User PC, page B-7 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook By Using an Automated Distribution Tool, page B-8 Uninstalling the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook, page B-9 B-3

4 How to Integrate with Microsoft Outlook Appendix B Configuring the Microsoft Outlook Exchange Server This section describes how to create a dedicated account on the Microsoft Exchange Server to enable communication with Cisco Unified MeetingPlace Express. For details about performing each step, see the documentation for your specific Microsoft Exchange Server. Read the Restrictions for Microsoft Outlook Integration section on page B-1. Create a user on your Microsoft Windows domain, for example, MeetingPlaceExpress. Create a mailbox for this user on the Microsoft Exchange Server. Information About Microsoft Outlook Integration, page B-1 What To Do Next If you want to use Microsoft Outlook notifications for meetings that were scheduled, rescheduled, or canceled from the Cisco Unified MeetingPlace Express end-user web interface, then proceed to the Configuring the Cisco Unified MeetingPlace Express Connection to the Microsoft Exchange Server section on page B-4. Otherwise, proceed to the Configuring the Client Installation File for the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook section on page B-6. Configuring the Cisco Unified MeetingPlace Express Connection to the Microsoft Exchange Server This topic describes how to configure the Cisco Unified MeetingPlace Express system to connect to a Microsoft Exchange Server. This task is required to enable Microsoft Outlook to send notifications for meetings that were scheduled, rescheduled, or canceled from the Cisco Unified MeetingPlace Express end-user web interface. Complete the task described in the Configuring the Microsoft Outlook Exchange Server section on page B-4. Install the exchange license. See the How To Install and Manage Licenses section on page 3-5. Obtain the following information about the Microsoft Exchange Server: Hostname or IP address Domain Username and password for the Cisco Unified MeetingPlace Express dedicated account. B-4

5 Appendix B How to Integrate with Microsoft Outlook Step 3 Step 4 Step 5 Log in to Cisco Unified MeetingPlace Express. At the top of the page, click Administration. On the left side of the page: a. Click System Configuration. b. Click Service Administration. c. Click Exchange Server Configuration. Configure the fields on the Exchange Server Configuration page. Click Save. Fields on the Exchange Server Configuration Page, page C-66 Information About Microsoft Outlook Integration, page B-1 What To Do Next If you want users to receive Microsoft Outlook Calendar notifications for meetings that are scheduled from the end-user web interface, then proceed to the Configuring Cisco Unified MeetingPlace Express User Profile Preferences for Notifications section on page B-5. Otherwise, proceed to the Configuring the Client Installation File for the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook section on page B-6. Configuring Cisco Unified MeetingPlace Express User Profile Preferences for Notifications This topic describes how to configure which type of notification is sent to each user or user group for meetings that are scheduled from the end-user web interface: SMTP notification from the Cisco Unified MeetingPlace Express server Exchange Microsoft Outlook Calendar notification from the Microsoft Exchange Server Read the About User Profile Preferences for Notifications section on page B-2. If you plan to use Microsoft Outlook Calendar notifications, then first complete the task described in the Configuring the Cisco Unified MeetingPlace Express Connection to the Microsoft Exchange Server section on page B-4. Log in to Cisco Unified MeetingPlace Express. Click Administration at the top of the page. B-5

6 How to Integrate with Microsoft Outlook Appendix B Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 On the left side of the page, click User Configuration. Take one of the following actions: To configure a user group, click User Group Management. To configure an individual user profile, click User Profile Management. Take one of the following actions: To configure an existing user group or user profile, click Edit. To configure a new user group or user profile, click Add New. Configure the required fields, which are marked with an asterisk. Configure one of the following fields: type, page C-11 (user group) type, page C-19 (user profile) Click Save. Repeat Step 3 through Step 7 for all user groups and user profiles that you want to configure. About This Page: Add User Group, page C-9 About This Page: Add User Profile, page C-16 Information About Microsoft Outlook Integration, page B-1 Configuring the Client Installation File for the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook This topic describes how to configure the client installation file, so that the end users do not need to perform the configuration themselves after installation. If you do not perform this task, then an unconfigured client installation file is automatically created and is available for end users to download from the Cisco Unified MeetingPlace Express end-user web interface. Make sure that you provide your end users with the information they need to correctly configure the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook. For details, see the User Guide for Microsoft Outlook Operating with Cisco Unified MeetingPlace Express. Complete the task described in the Configuring the Microsoft Outlook Exchange Server section on page B-4. Read the Requirements for Client Installation section on page B-3. Log in to Cisco Unified MeetingPlace Express. Click Administration at the top of the page. B-6

7 Appendix B How to Integrate with Microsoft Outlook Step 3 Step 4 Step 5 On the left side of the page: a. Click System Configuration. b. Click Outlook Plug-In Configuration. Configure the fields on the Outlook Plug-In Configuration page. Click Save. Fields on the Outlook Plug-In Configuration Page, page C-117 What to Do Next Proceed to one of the following sections: Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook Locally on the End-User PC, page B-7 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook By Using an Automated Distribution Tool, page B-8 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook Locally on the End-User PC This topic describes how to install the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook locally on the end-user PC. Note If you instead want to use an automated distribution system to remotely distribute and install the client installation file, then see the Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook By Using an Automated Distribution Tool section on page B-8. Read the Requirements for Client Installation section on page B-3. Configure the setup.exe installation file. See the Configuring the Client Installation File for the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook section on page B-6. Make sure that the Download Outlook Plug-In link is available from the end-user web interface. See the Showing or Hiding the Download Outlook Plug-In Link in the End-User Web Interface section on page Step 3 Step 4 Log in to the end-user PC with administrator access. Point a web browser to the URL for your Cisco Unified MeetingPlace Express server. Click the Download Outlook Plug-In link, which is located at the bottom of the Attend and Schedule Meeting end-user web interface pages. Click Save. B-7

8 How to Integrate with Microsoft Outlook Appendix B Step 5 Step 6 Step 7 After the setup.exe file is downloaded, complete these steps on the client PC: a. Exit the Microsoft Outlook client software. b. Run the setup.exe file. To make the Cisco Unified MeetingPlace Express scheduling form available to any user who logs in to a specific computer (Windows 2003, Windows 2000, or Windows XP only), use the -admin switch to install the client software. Specifically, click Start > Run, then enter <pathname> setup.exe -admin. c. Click OK to install. After installation is complete, launch Microsoft Outlook. Verify that you can schedule meetings by clicking the MeetingPlace tab and filling out the scheduling form. For details, click Help in the scheduling form or see the User Guide for Microsoft Outlook Operating with Cisco Unified MeetingPlace Express. Uninstalling the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook, page B-9 Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook By Using an Automated Distribution Tool This section describes how to use an automated distribution system, such as the Microsoft Systems Management Server (SMS), to remotely distribute and install the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook. Note If you instead want to install the client installation file locally on the client PC, then see the Installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook Locally on the End-User PC section on page B-7. You can install the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook using either or both of the following switches: Silent Suppresses the need for user input. Admin Installs the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook for access by all users of a computer. Read the Requirements for Client Installation section on page B-3. Create the setup.exe file. See the Configuring the Client Installation File for the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook section on page B-6. Restrictions Cisco Systems does not provide technical support for automated distribution tools. B-8

9 Appendix B How to Integrate with Microsoft Outlook Step 3 Step 4 (Optional) Test that the installation switches work correctly by completing these steps from a client PC: a. Choose Start > Run and enter: <path to setup.exe>/admin /silent. b. Verify that no user prompts appear on the end user machine. c. Verify that the following server information exists in the registry: HKCU\software\Latitude\MeetingPlace for Outlook HKU\.default\software\Latitude\MeetingPlace for Outlook (admin) Use an automated distribution took to distribute and install the setup.exe file on end-user PCs. Refer to the documentation for your specific automated distribution tool. Instruct the end user to verify successful installation by completing these steps on the end-user PC: a. Restart or launch Microsoft Outlook. b. Open the calendar. c. Verify that the MeetingPlace tab works. Remind end users that they can click Help in the Cisco Unified MeetingPlace Express scheduling form, or they can see the User Guide for Microsoft Outlook Operating with Cisco Unified MeetingPlace Express. Uninstalling the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook, page B-9 What to Do Next If you want to restrict users from downloading and installing the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook themselves, then hide the Download Outlook Plug-In link on the end-user web interface. See the Showing or Hiding the Download Outlook Plug-In Link in the End-User Web Interface section on page Uninstalling the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook Complete this task if you need to uninstall the Cisco Unified MeetingPlace Express Extension for Microsoft Outlook from a PC. Log in to the user s computer as Administrator. Use Add/Remove Programs to remove the software. B-9

10 Additional References for Integrating With Microsoft Outlook Appendix B Additional References for Integrating With Microsoft Outlook For end-user information about Microsoft Outlook Integration, see the following documents: Quick Start Guide for Microsoft Outlook Integrated with Cisco Unified MeetingPlace Express User Guide for Microsoft Outlook Operating with Cisco Unified MeetingPlace Express B-10