ReadiManager. Outlook Scheduling Guide

Transcription

1 ReadiManager Outlook Scheduling Guide

2 ReadiManager Outlook Scheduling Guide Trademark Information Polycom, the Triangles logo, ReadiManager, SoundPoint, SoundStation, ViaVideo, VoiceStation, and Vortex are registered trademarks of Polycom, Inc. Convene T, Global Management System TM, ipower TM, MGC TM, People+Content TM, People On Content TM, Polcyom Conference Suite TM, Polycom HD Voice TM, Polycom PathNavigator TM, Polycom VideoPlus TM, Polycom VoicePlus TM, PVX TM, RAS TM, ReadiConvene TM, RMX 2000 TM, RSS TM, V2iU TM, VS4000 TM, VSX TM, and VTX TM are trademarks of Polycom, Inc. Other product and corporate names may be trademarks of other companies and are only used as a fair use reference without intent to infringe. Patent Information The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc B (07/2007) Polycom, Inc. All rights reserved. Polycom Inc West 121st Avenue Westminster, CO U.S.A. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format. As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book or sound recording). Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice. ii Polycom, Inc.

3 Contents Contents About This Guide v Documentation Resources v 1 Setting Up the ReadiManager Scheduling Plug-in for Outlook Installing the ReadiManager Scheduling Plug-in for Outlook The Video Menu Setting up a ReadiManager Conference Calendar Updating Your ReadiManager Logon Information Configuring ReadiManager s Tracking of Participant Responses Checking the ReadiManager Version Uninstalling the ReadiManager Scheduling Plug-in Scheduling ReadiManager Conferences The Conferences Resource Tab Scheduling a Video Conference Adding an External Participant to a Video Conference Creating Recurring Conferences Changing How Participants Dial or Are Dialed Specifying the Type of Conference Tracking a Participant Responses Changing a Scheduled Conference Deleting a Scheduled Conference Advanced Conference Settings Accessing the Advanced Conference Settings Selecting a Template Specifying Dial Options Forcing MCU Usage Setting the Video Mode for Multipoint Calls Setting the Connection Speed Using People + Content Using T Conference Passwords Chair Person Control Polycom, Inc. iii

4 ReadiManager Outlook Scheduling Guide iv Polycom, Inc.

5 About This Guide This guide describes how to install the ReadiManager Scheduling Plug-in for Microsoft Outlook and use it to create video conferences. Documentation Resources The information in this guide is also available through the ReadiManager Scheduling Plug-in for Outlook as online help. In addition to this guide, the other documentation that describes the ReadiManager system includes: ReadiManager Getting Started Guide ReadiManager Operator s Guide ReadiManager Administrator s Guide ReadiManager Web Scheduling Guide ReadiManager Upgrade Guide Polycom, Inc. v

6 ReadiManager Outlook Scheduling Guide vi Polycom, Inc.

7 1 Setting Up the ReadiManager Scheduling Plug-in for Outlook This chapter describes how to install and set up the ReadiManager Scheduling Plug-in for Microsoft Outlook. It includes the following topics: Installing the ReadiManager Scheduling Plug-in for Outlook Setting up a ReadiManager Conference Calendar Updating Your ReadiManager Logon Information Configuring ReadiManager s Tracking of Participant Responses Checking the ReadiManager Version Uninstalling the ReadiManager Scheduling Plug-in Installing the ReadiManager Scheduling Plug-in for Outlook To install the ReadiManager Scheduling Plug-in for Outlook, you must have Outlook 2000, SR1 or Outlook 2003, SP2. The ReadiManager Scheduling Plug-in is available from the ReadiManager server. Contact your ReadiManager administrator for the server address, user name, and password. To download the ReadiManager Scheduling Plug-in for Outlook 1 From a web browser, type the ReadiManager SE200 IP address in the address line, and press Enter. 2 From the ReadiManager interface, click DOWNLOADS. 3 Click Polycom ReadiManager Outlook Plug-in. 4 Save the Polycom ReadiManager SE-200 Outlook plugin.msi file to your computer. Polycom, Inc. 1

8 ReadiManager Outlook Scheduling Guide To install the ReadiManager Scheduling Plug-in 1 Make sure Outlook is closed. 2 Double-click the Polycom ReadiManager SE-200 Outlook plugin.msi file to start the installation. 3 Follow the on-screen instructions. See your ReadiManager administrator for the required information. 4 After installation is complete, open Outlook. A new Video menu appears Outlook menu bar. The Video Menu From the Video menu that appears on the Outlook menu bar, you can: Update your logon settings. Configure the interaction between Outlook and ReadiManager when processing participants responses to a ReadiManager meeting request. Access the online help for the ReadiManager Scheduling Plug-in. View the ReadiManager version number and access the Polycom Web site. Figure 1-1 Video Menu Setting up a ReadiManager Conference Calendar To schedule ReadiManager conferences, you must first associate a ReadiManager form with your Outlook Calendar. To add ReadiManager conferences to your existing calendar 1 From the Folder List pane, right-click the Calendar icon, and select Properties. 2 On the General tab, in the When posting to this folder, use... drop-down list, select ReadiManagerMeeting. 3 Click OK to close the Calendar Properties dialog box. 2 Polycom, Inc.

9 Setting Up the ReadiManager Scheduling Plug-in for Outlook Alternatively, you can schedule video conferences on a separate calendar. If you do, when you send conference invitations to participants, a message from Microsoft Outlook displays indicating that it cannot tally responses for you. This message appears because responses to meeting requests can only be tallied on the main Outlook Calendar. To create a separate ReadiManager conference calendar 1 From the Outlook File menu, choose New > Folder. Figure 1-2 Create New Folder Window 2 When the Create New Folder dialog box appears, enter a new calendar name in the Name field. 3 Select Calendar Items from the Folder Contains drop-down list and click OK. 4 From the Outlook Tools menu, select Forms > Choose Forms. Figure 1-3 Choose Form Dialog Box Polycom, Inc. 3

10 ReadiManager Outlook Scheduling Guide 5 From the Choose Form dialog box, select User Template in File System from the Look In drop-down list and click Browse. 6 Browse to Program Files > Polycom > Polycom Scheduler Outlook Plug-in and click OK. 7 Select ReadiManagerMeeting and click Open. Figure 1-4 Calendar Appointment Window 8 From the Outlook Tools menu, select Forms > Publish Forms. Figure 1-5 Publish Form As Dialog Box 9 Click Browse and from the Look In drop-down list, select the name of the calendar you created in step In the Display Name field, enter a new form name and click Publish. 11 Close the Appointment Calendar window and click No. 12 On the left side of the Outlook window, right-click the new Calendar icon and select Properties. 13 In the General tab, from the When posting to this folder use drop-down list, select the new form you published in step Click OK to close the Properties dialog box. 4 Polycom, Inc.

11 Setting Up the ReadiManager Scheduling Plug-in for Outlook Updating Your ReadiManager Logon Information If your logon settings change at any time, you can reenter them. If necessary, contact your ReadiManager administrator for the server address, user name and password. To change logon information 1 From the Outlook Video menu, choose Logon Settings. Figure 1-6 Logon Settings Dialog Box 2 When the Logon Settings dialog box appears, enter your ReadiManager user name and password, and select your domain (usually LOCAL). 3 Enter the ReadiManager server s IP address. 4 Click Save. 5 After you receive a message that changes have been saved, click Exit. Configuring ReadiManager s Tracking of Participant Responses Outlook automatically tracks participants responses to ReadiManager meeting requests as it does other meeting request i.e., when Outlook displays the response . By default, ReadiManager also automatically processes and tracks participant responses when Outlook displays the response . However, this automatic response tracking requires interaction with the ReadiManager system and may change the video conferencing information. The ReadiManager Scheduling Plug-in provides two configuration settings that control participant tracking: Accept/Decline Auto Tracking. This setting allows you to turn off automatic response tracking in ReadiManager. In this case, Outlook continues to automatically track responses, but the ReadiManager system does not. Polycom, Inc. 5

12 ReadiManager Outlook Scheduling Guide Send Update on Accept/Decline Processing. This setting, which is only available when Accept/Decline Auto Tracking is selected, allows you to choose whether or not ReadiManager should notify you each time a participant responds to the video conference request. To change the status of auto-tracking in ReadiManager >> From the Video menu, click Accept/Decline Auto Tracking. If automatic tracking was ON, it is turned OFF. If automatic tracking was OFF, it is turned ON. To send the status of responses to ReadiManager >> From the Video menu, click Accept/Decline Auto Tracking. If automatic tracking was ON, it is turned OFF. If automatic tracking was OFF, it is turned ON. Checking the ReadiManager Version If you encounter difficulties scheduling video conferences through Outlook, check the ReadiManager version number, which corresponds to the Scheduling Plug-in version. To check the version of the Scheduling Plug-in >> From the Video menu, choose About ReadiManager SE200. An About dialog box displays the ReadiManager version information. 6 Polycom, Inc.

13 Setting Up the ReadiManager Scheduling Plug-in for Outlook Uninstalling the ReadiManager Scheduling Plug-in If you uninstall the ReadiManager Scheduling Plug-in for Outlook, you should also remove the ReadiManagerMeeting form. To uninstall the Scheduling Plug-in 1 Make sure the Outlook application is closed. 2 Make sure the ReadiManager Web scheduling application is closed. 3 From the Control Panel, select Add or Remove Programs. 4 Remove the Polycom ReadiManager SE200 Scheduling Plug-in. To remove the ReadiManagerMeeting form 1 In Outlook, right-click the Calendar icon and choose Properties. 2 Click the Forms tab. 3 Select the ReadiManagerMeeting form and click Manage. 4 In the Forms Manager dialog box, select the ReadiManagerMeeting form and click Delete. 5 Click Yes to confirm the deletion. 6 Click Close. 7 In the Calendar Properties dialog box, in the When posting to this folder use drop-down list, select IPM.Appointment. 8 Click OK to close the Calendar Properties dialog box. Polycom, Inc. 7

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15 2 Scheduling ReadiManager Conferences This chapter describes how to use the ReadiManager Scheduling Plug-in. It includes the following topics: The Conferences Resource Tab Scheduling a Video Conference Adding an External Participant to a Video Conference Creating Recurring Conferences Changing How Participants Dial or Are Dialed Specifying the Type of Conference Changing a Scheduled Conference Deleting a Scheduled Conference The Conferences Resource Tab In addition to the Video menu, you can schedule the use of video endpoints through the Conference Resources tab in the Meeting Request window. If the Conference Resources tab does not display, the ReadiManagerMeeting form may not be associated with the Calendar. For more information, see Setting up a ReadiManager Conference Calendar on page 2. After you have added people and rooms, they display in two groups. The conference type lets you select the required resources. Rooms are grouped at the top. People are grouped at the bottom. Polycom, Inc. 9

16 ReadiManager Outlook Scheduling Guide Figure 2-1 Conference Resources Tab Scheduling a Video Conference You can schedule a video conference from Microsoft Outlook. To schedule a video conference 1 Open the Outlook Calendar. 2 From the Actions menu, choose New Meeting Request or New ReadiManager Meeting. Choosing Plan a Meeting from the Action menu does not provide access to the ReadiManager meeting functionality. 3 If the following warning appears, select the Allow access for check box and specify enough time to schedule the conference. Figure 2-2 Warning Message 10 Polycom, Inc.

17 Scheduling ReadiManager Conferences 4 In the Appointment tab, enter the names of the people you want to invite and the names of the rooms to use. To include people who are not in your network (called guests), enter their addresses. Figure 2-3 Appointment Tab 5 In the Subject field, enter the meeting name, which becomes the conference name in ReadiManager. 6 Make sure the date and time are correct. 7 Click the Scheduling tab to check availability of people and rooms. Figure 2-4 Scheduling Tab 8 Click the Conference Resources tab. 9 At the top of the window, select the conference type: Select the Rooms Only option for conferences that only require a room and no equipment. This setting is the default. Select the Audio Only option for audio conferences that use an MCU bridge. Select the Video option for conferences that use video endpoints or a combination of video and audio. Polycom, Inc. 11

18 ReadiManager Outlook Scheduling Guide For more information, see Specifying the Type of Conference on page For a video conference, select which participants and rooms connect with their associated video endpoint. By default, the Video option is selected for each room in which a video endpoint is used and for each user that connects through an endpoint. If the person attends in a conference room and does not need an endpoint, click Edit Participant and clear the Use Video check box for that participant. When an Advanced Settings button appears at the bottom of the window, your ReadiManager role includes advanced scheduling permissions. For more information, see Chapter 3, Advanced Conference Settings.. 11 When you are finished, click Send. ReadiManager verifies that video bandwidth resources are available and reserves them. If there is a scheduling conflict, a message displays that identifies the problem. ReadiManager then sends a meeting request to all participants. Guests receive an notification. The meeting request message and notification identify the video endpoint participants should use and the number and PIN for dial-in. If a participant wants to use another video endpoint, this person should contact the ReadiManager Scheduler or Operator to modify the conference settings. Adding an External Participant to a Video Conference An administrator must manually enter devices for external participants at scheduling time to allow them to connect to a video conference. To add an external participant to a video conference 1 On the Appointment tab, enter the address of the external participant. 2 On the Conference Resources tab, select the Video option. 3 Select the external participant and click Edit Participant. The External Participant s Dial Settings dialog box appears. 12 Polycom, Inc.

19 Scheduling ReadiManager Conferences Figure 2-5 External Participant s Dial Settings Dialog Box 4 Enter the connection information for the external participant. 5 Click OK. Creating Recurring Conferences You can schedule recurring video conferences. To create a recurring conference 1 In the Appointment window, click Recurrence. 2 In the Appointment Recurrence dialog box, specify how often the conference should recur, and click OK. ReadiManager supports only daily, weekly, and monthly recurring conferences. The maximum number of recurrences is 100. Figure 2-6 Appointment Recurrence Dialog Box 3 When you are done, click OK. Polycom, Inc. 13

20 ReadiManager Outlook Scheduling Guide Changing How Participants Dial or Are Dialed You can change the dialing methods of video endpoints for a selected conference. The settings to change are: Dial Type. You can specify how this video endpoint is dialed through IP or ISDN (if available for the endpoint). The default setting is IP. Device. If more than one video endpoint is associated with the room or person, you can select another from the drop-down list. Dial Options. In a conference that uses an MCU, you can specify whether the device dials in or is called by the MCU. If you select Dial-In for one or more individual resources, a dial-in number and pass code are created and sent to you and other participants in the reservation confirmation . If you select Dial-Out, the MCU dials the conference attendees who have selected the Use Video check box at the scheduled conference time. You can change the dialing options only when Dial In/Dial Out is enabled in the conference template. In addition, audio-only conferences are always dial-in. Bit Rate. You can change the connection speed for the device, up to the speed set by the conference template. For audio conferences, this option is set to Bridged Audio and you cannot change it. To change settings for an endpoint that has been included in a conference 1 In the Conference Resources tab, select the room or person with whom the device is associated. 2 Click Edit Participant. The Domain User s Dial Settings dialog box appears. 3 Make the appropriate changes to the device settings. 4 Click OK. 14 Polycom, Inc.

21 Scheduling ReadiManager Conferences Figure 2-7 Domain User s Dial Settings Dialog Box Specifying the Type of Conference The type of conference you select determines what resources are available and reserved. To set the conference type >> On the Conference Resources screen, select the conference type you want. Options are: Room(s) Only. Accept this setting to reserve rooms only. This setting is the default. Audio Only. Select this setting to set up a dial-in, audio-only conference into which multiple people can dial. After you create the conference, the confirmation you receive includes the dial-in number and required PIN code for access. With this type of conference, the MCU and rooms associated with the audio devices are reserved. You can use only POTS audio phones not ISDN endpoints. The call may be dropped or have poor audio quality. Video. Select this setting to use a combination of video and audio connections, and reserve the required resources and rooms. The conference can use a combination of Dial-In and Dial-Out or Dial-In only. Polycom, Inc. 15

22 ReadiManager Outlook Scheduling Guide Tracking a Participant Responses You can track participant responses to your ReadiManagerMeeting requests. If you turned off automatic response tracking, you can To change a video conference 1 Display your calendar in Outlook. 2 Double-click the conference you want to change. The ReadiManager Meeting window appears. 3 Make the desired changes to the conference. 4 Click Send. ReadiManager makes any changes to required resources and reservations. You can also change the date and time of a conference by dragging it to a new location on your calendar. Changing a Scheduled Conference You can change a scheduled conference, unless it has already started. To make changes to an active conference, see the ReadiManager operator or administrator. For conferences that have been scheduled through Outlook, it is recommended that you change those settings only through Outlook, instead of through the Web application. To change a video conference 1 Display your calendar in Outlook. 2 Double-click the conference you want to change. The ReadiManager Meeting window appears. 3 Make the desired changes to the conference. 4 Click Send. ReadiManager makes any changes to required resources and reservations. You can also change the date and time of a conference by dragging it to a new location on your calendar. 16 Polycom, Inc.

23 Scheduling ReadiManager Conferences Deleting a Scheduled Conference You can delete a ReadiManager conference from your calendar, unless it has already started. To delete a scheduled conference 1 Select the conference, right-click, and select Delete. You receive a message to send cancellation messages to other participants or delete the conference without sending cancellations. 2 Click OK. Polycom, Inc. 17

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25 3 Advanced Conference Settings This chapter describes how to apply advanced conference settings. It includes the following topics: Accessing the Advanced Conference Settings Selecting a Template Specifying Dial Options Forcing MCU Usage Setting the Video Mode for Multipoint Calls Setting the Connection Speed Using People + Content Using T.120 Conference Passwords Chair Person Control Accessing the Advanced Conference Settings To access the Advanced Conference Settings >> On the Conference Resources tab, click the Advanced Settings button. The Advanced Conference Settings dialog box appears. If you do not see an Advanced Settings button on the Conference Resources tab, you do not have access to this feature. For more information, contact your ReadiManager administrator. Polycom, Inc. 19

26 ReadiManager Outlook Scheduling Guide Figure 3-1 Advanced Conference Settings Dialog Box Selecting a Template A conference template is a collection of advanced conference settings that are stored in the ReadiManager SE200. When you are scheduling a conference and open the Conference Templates dialog box for the first time, a default template is selected. As a user with advanced scheduling options, you may select a different conference template to select a different conferencing experience. Users with basic scheduling permissions do not have access to advanced conference settings. For these users, settings in the default template determine conference settings. You can also overwrite certain conference template settings as described in the following sections. However, be careful when doing so. If you have an environment with mixed MCU types (e.g., with both MGC and RMX 2000 devices), and the conference you schedule lands on the RMX 2000 platform, the settings you specify here will be over ridden by the RMX profile. A profile is a collection of advanced conference settings that reside on the MCU (MGC or RMX). Only an RMX profile can override conference template settings. For more information about conference templates, profiles, and your conferencing configuration, contact your ReadiManager administrator. Two conferences scheduled with the same template may have different settings and behavior if they land on different types of MCUs. 20 Polycom, Inc.

27 Advanced Conference Settings Specifying Dial Options To create a conference in which a particular phone number and PIN code are assigned to all conference participants, use the Dial-In Only setting. This setting allows any audio or video system to dial in, and all participants can connect to the same conference inside the bridge. To dial out to a video system and have participants dial in, use the Dial In+Dial Out setting. This setting allows you to specify individual resources that you want to dial in. When you change the Dial-In Only setting to Dial In+Dial Out, the selected resources remain set to Dial-In. You must change these settings manually. To dial out to all participants in the conference, use the Dial-Out Only setting. Forcing MCU Usage To use an MCU consistently, select the Always Use MCU option. This setting forces the conference to an MCU (RMX or MGC device) and prevents video endpoints from connecting to each other directly. This setting is the default when you select Audio Only as the conference type. Setting the Video Mode for Multipoint Calls The video mode setting determines the initial screen layout on an endpoint's monitor for a multipoint conference that requires an MCU (RMX or MGC device). The two available layouts are: Switching. Indicates that the display changes each time the speaker changes, and all participants see the current speaker. Continuous Presence. Displays several panels on the screen, each showing a different participant and allows you to see all meeting participants at once. You can select a specific layout, with a certain number of windows open. Each panel requires a different port. If you select more windows than there are participants, extra windows display with a background color. Switching requires fewer MCU resources than continuous presence, which displays multiple video streams. For more information about switching, see the MGC documentation. Switching is not supported on RMX devices. Polycom, Inc. 21

28 ReadiManager Outlook Scheduling Guide Figure 3-2 Video Mode Selection Window Setting the Connection Speed The bit rate setting specifies the connection speed for endpoints in point-to-point and multipoint conferences. To use a higher bit rate than the default setting, contact your ReadiManager administrator. The bit rate in the RMX profile takes precedence over the bit rate in the conference template. If you select a higher speed than an endpoint can support, the speed for that endpoint is reduced; however, the conference uses the default connection speed for the endpoints that can match it. If you place the calls through an endpoint with an embedded MCU, the behavior depends on the capabilities of that device. When the dial speed is higher than the number of channels defined in the H.320 service for the endpoint, you receive a warning. To continue, lower the dial speed to less than or equal to the ISDN capability of the endpoint. Higher speed is important for high-quality video in a meeting. Because higher speeds use greater bandwidth, scheduling a high-bandwidth meeting may limit the number of conferences that you can reserve at one time. 22 Polycom, Inc.

29 Advanced Conference Settings Using People + Content This setting controls the ability for one endpoint to send two types of data a data stream and a video stream over the same bandwidth to display people and content. The receiving endpoint handles the two video streams differently and may display on separate screens or through the video switching mode. The MGC requires that conferences with People and Content use a minimum speed of 192 K. Not supported on RMX devices. H.239 multimedia is set in the RMX profile for RMX devices. Endpoints in the conference that do not support the selected method connect with video through IP or audio only through ISDN. Select from these available settings: None. Select this option when dual data streams are not required. People + Content. This Polycom proprietary technology works with most Polycom endpoints. People and Content VO. This Polycom proprietary technology works with PictureTel endpoints. Select this option for older endpoints. Visual Concert PC. Select this option for use with Polycom ViewStation MP/512/SP/323 endpoints. Visual Concert FX. Select this option for use with Polycom ViewStation FX/EX and VS4000 endpoints. H320 Duo Video. This setting supports IP and ISDN and is available with Tandberg endpoints, in which one part of the conference is set as the video conference and the other as the presentation conference. Using T.120 T.120 is a standard that includes a series of protocols and specifications for multipoint data communication. From the T.120 drop-down list, select the speed for the T.120 connection. To determine the best combinations for your conferences, see your IT department. To disable the T.120 mode, select None. The following options may be available, according to the participant s equipment and software: Application Sharing. Allows two or more participants to work on the same document or application, even when only one participant has the application. In application sharing, one participant launches the application, and it runs simultaneously on all other computers. Polycom, Inc. 23

30 ReadiManager Outlook Scheduling Guide File Transfer. Enables participants to send files to each other. Chat or Whiteboard. Allows participants to communicate with each other by writing. In all these modes, participants can view and hear each other. You cannot add this setting to a conference that has already started. Not supported on RMX devices. Conference Passwords The system automatically populates the Conference Password field with a four-digit password. The system provides this password to conference participants within the content of the conference notification . You can change this password to another four-digit number. Chair Person Control You can specify a chair person to run the conference. To specify a conference chair person 1 Select the Enable Chair Person check box. 2 Enter a four-digit chair control PIN for use by the bridge. Be sure to record this PIN, because you must communicate it to the conference chair separately. This information is not distributed in a conference . Set in the RMX profile for RMX devices. 24 Polycom, Inc.