Administration Guide for Cisco Unified MeetingPlace for Microsoft Outlook Release 6.x May 22, 2007 Americas Headquarters Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA 95134-1706 USA http://www.cisco.com Tel: 408 526-4000 800 553-NETS (6387) Fax: 408 527-0883 Text Part Number:
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CONTENTS Preface vii Audience vii Scope vii Documentation Conventions viii Cisco Unified MeetingPlace Documentation viii Obtaining Documentation, Obtaining Support, and Security Guidelines ix CHAPTER 1 Introducing Cisco Unified MeetingPlace for Outlook 1-1 Overview of Cisco Unified MeetingPlace for Outlook 1-1 Scheduling and Notification Process 1-2 Meetings Scheduled from Cisco Unified MeetingPlace for Outlook 1-2 Meetings Scheduled from MeetingTime or Cisco Unified MeetingPlace Web Conferencing 1-3 Attending a Meeting 1-4 Windows Services 1-5 Additional References 1-5 CHAPTER 2 Installing Cisco Unified MeetingPlace for Outlook 2-1 Installation Options 2-1 Proxy Installations 2-1 Supported Configurations 2-2 For Full Functionality or to Enable Scheduling Only 2-2 To Enable Users to Receive Notifications for Meetings Scheduled in Other Clients 2-2 Preparing to Install 2-3 Gathering Cisco Unified MeetingPlace for Outlook Installation Values 2-4 Configuring the MCS Server Operating System 2-5 Installing Microsoft Outlook and Collaboration Data Objects on the Integration Server 2-5 Configuring the Default Microsoft Outlook Mailbox 2-5 Uninstalling Other Cisco Unified MeetingPlace Notification Gateways 2-6 Enabling Option Keys 2-6 Disabling Microsoft Outlook Client Reminders 2-7 Preparing a Dedicated Server for Cisco Unified MeetingPlace for Outlook 2-7 Installing Cisco Unified MeetingPlace for Outlook 2-8 Distributing and Installing the Cisco Unified MeetingPlace for Outlook Client 2-10 iii
Contents CHAPTER 3 Configuring and Managing Cisco Unified MeetingPlace for Outlook 3-1 About Configuring the Cisco Unified MeetingPlace for Outlook Client Software 3-1 Settings in the Configure Client Utility 3-2 Servers Tab 3-3 Logins Tab 3-4 Client Options Tab 3-6 Notification Options Tab 3-7 Template Tab 3-9 Configuring Cisco Unified MeetingPlace for Outlook for Reservationless Meetings 3-10 Cisco Unified MeetingPlace Gateway Configuration Utility 3-10 Gateway SIM Tab 3-10 Notification Tab 3-11 Outlook Gateway Tab 3-12 Advanced Configuration 3-12 Enabling Authentication and Security Options 3-13 Integrated Windows Authentication 3-13 SSL 3-13 System Manager Agents 3-14 No-Show Recurring Meeting 3-14 Recurring Meeting Ending 3-14 CHAPTER 4 Troubleshooting Cisco Unified MeetingPlace for Outlook 4-1 Log Files 4-1 Problems Installing Cisco Unified MeetingPlace for Outlook 4-2 Problems with the MeetingPlace Tab 4-2 Problems Upgrading Cisco Unified MeetingPlace for Outlook Client 4-4 Problems Scheduling Meetings 4-4 Problems Attending Meetings 4-4 Problems with Cisco Unified MeetingPlace Directory Services 4-5 CHAPTER 5 Customizing the Scheduling and Notification Forms 5-1 Scheduling Forms and Meeting Notifications 5-1 Customizing Scheduling Forms and Meeting Notifications 5-1 Customizing the Forms by Using Information in This Chapter 5-2 Showing or Hiding Options and Information 5-2 About Customizing Text Items 5-3 Default Information and Options on the Forms in the MeetingPlace Tab 5-5 iv
Contents CHAPTER 6 Customizing Text-Based Meeting Notifications 6-1 Meeting Notifications 6-1 Text-Based Meeting Notifications 6-1 Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook 6-2 Notification Templates for Meetings Scheduled by Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime 6-2 Customizing Text-Based Notifications 6-3 Customizing the Notifications for Meetings Scheduled by Using Cisco Unified MeetingPlace for Outlook 6-4 Customizing Notifications of Meetings That Are Scheduled in Other Cisco Unified MeetingPlace Clients 6-5 Including Notification Details From MeetingTime: An Example 6-6 CHAPTER 7 Customizing the Scheduling Forms (Advanced) 7-1 Customizing the Scheduling Forms 7-1 Available Tags 7-2 APPENDIX A Notification Items A-1 I NDEX v
Contents vi
Preface See the following sections: Audience, page vii Scope, page vii Documentation Conventions, page viii Cisco Unified MeetingPlace Documentation, page viii Obtaining Documentation, Obtaining Support, and Security Guidelines, page ix Audience This guide is for Cisco Unified MeetingPlace system administrators who are familiar with the following Cisco Unified MeetingPlace products, which are prerequisites for installing Cisco Unified MeetingPlace for Outlook software: Cisco Unified MeetingPlace 8100 series Audio Server Cisco Unified MeetingPlace Web Conferencing software Scope This guide provides instructions for installing, upgrading, and configuring Cisco Unified MeetingPlace for Outlook. It also provides information about end user tasks, troubleshooting, and how to customize forms and meeting notifications. vii
Preface Documentation Conventions Table 1 Conventions for Cisco Unified MeetingPlace Documentation Convention boldfaced text italicized text [ ] (square brackets) Description Used for: Commands that you must enter exactly as shown. Key and button names. Information that you enter. Used for arguments for which you supply values. Used for elements that are optional. text in Courier font Used for information that appears on the screen. ^ (caret) < > (angle brackets) Used to indicate use of the Control key. (For example, ^D means press the Control and D keys simultaneously.) Used for nonprinting characters, such as passwords. Cisco Unified MeetingPlace documentation also uses the following conventions: Note Means reader take note. Notes contain helpful suggestions or references to material not covered in the document. Caution Means reader be careful. In this situation, you might do something that could result in equipment damage or loss of data. Cisco Unified MeetingPlace Documentation For descriptions and locations of Cisco Unified MeetingPlace documentation on Cisco.com, see the Documentation Guide for Cisco Unified MeetingPlace. The document is shipped with Cisco Unified MeetingPlace and is available at http://www.cisco.com/en/us/products/sw/ps5664/ps5669/products_documentation_roadmaps_list.htm l. viii
Preface Obtaining Documentation, Obtaining Support, and Security Guidelines For information on obtaining documentation, obtaining support, providing documentation feedback, security guidelines, and also recommended aliases and general Cisco documents, see the monthly What s New in Cisco Product Documentation, which also lists all new and revised Cisco technical documentation, at: http://www.cisco.com/en/us/docs/general/whatsnew/whatsnew.html ix
Preface x
CHAPTER 1 Introducing Cisco Unified MeetingPlace for Outlook See the following sections: Overview of Cisco Unified MeetingPlace for Outlook, page 1-1 Scheduling and Notification Process, page 1-2 Attending a Meeting, page 1-4 Windows Services, page 1-5 Additional References, page 1-5 Overview of Cisco Unified MeetingPlace for Outlook Cisco Unified MeetingPlace for Outlook integrates Cisco Unified MeetingPlace with the Microsoft Exchange server in your company. This integration allows users to schedule and attend Cisco Unified MeetingPlace meetings by using their Microsoft Outlook client, and receive e-mail invitations for meetings that they have been invited to. Users can choose to accept an invitation and have the meeting automatically appear in their Outlook calendar, or decline the invitation if they cannot attend the meeting. A full installation of Cisco Unified MeetingPlace for Outlook allows users to do the following tasks: Receive Outlook calendar invitations for Cisco Unified MeetingPlace meetings, including update notifications for rescheduled meetings. Attend Cisco Unified MeetingPlace meetings with a click-to-attend hypertext link in their meeting invitation or Outlook calendar (requires Cisco Unified MeetingPlace Web Conferencing). Schedule Cisco Unified MeetingPlace meetings by using an HTML-based form in their Outlook calendar. Cisco Unified MeetingPlace for Outlook has three main components: MeetingPlace for Outlook Notification Services MeetingPlace for Outlook Client Services MeetingPlace for Outlook Client The MeetingPlace for Outlook Notification and Client Services components form the Cisco Unified MeetingPlace for Outlook application, which is installed on a Cisco MCS or Microsoft Windows server. 1-1
Scheduling and Notification Process Chapter 1 Introducing Cisco Unified MeetingPlace for Outlook The Cisco Unified MeetingPlace for Outlook Client is installed on the computers of your end users and allows them to schedule conferences from their Microsoft Outlook interface by using the Cisco Unified MeetingPlace for Outlook scheduling form. Scheduling and Notification Process The scheduling and notification process depends on whether a meeting was scheduled by using Microsoft Outlook or another scheduling client, such as MeetingTime or Cisco Unified MeetingPlace Web Conferencing. Meetings Scheduled from Cisco Unified MeetingPlace for Outlook Figure 1-1 illustrates the scheduling and notification process when a user schedules a meeting through Microsoft Outlook. Figure 1-1 How Meetings Are Scheduled by Using Outlook Meeting scheduler 6 1 2 HTTP 5 Cisco MeetingPlace for Outlook 3 Microsoft Exchange Server 7 8 Invited Outlook users Cisco MeetingPlace audio server 4 121390 1-2
Chapter 1 Introducing Cisco Unified MeetingPlace for Outlook Scheduling and Notification Process Cisco Unified MeetingPlace Scheduling Process 1 A user schedules a Cisco Unified MeetingPlace meeting by using Microsoft Outlook. 2 The meeting request is sent to Cisco Unified MeetingPlace for Outlook. 3 Cisco Unified MeetingPlace for Outlook passes the request to the Cisco Unified MeetingPlace Audio Server. 4 The meeting is scheduled on the Audio Server. 5 The Audio Server sends meeting information back to Outlook. This information will appear in the meeting notifications, and details are sent back to the person who scheduled the meeting. Standard Exchange Notification Process 6 Notifications are sent to the mailboxes of the invited Outlook users. 7 The Microsoft Exchange server stores the meeting notifications. 8 The invited Outlook users check their inbox and open the meeting notification, which they can accept or decline. If they accept, the meeting appears in their Outlook calendar. Different types of meetings can be scheduled with a variety of options, such as recurring meetings or meetings with restricted access. To modify the appearance and content of the meeting invitation, see Chapter 6, Customizing Text-Based Meeting Notifications. When a meeting invitation arrives in the e-mail inbox of a user, the user clicks a button to accept or decline. This response is then e-mailed back to the scheduler, and the Exchange server keeps track of which attendees plan to attend the meeting. When a meeting is scheduled from Outlook, the Cisco Unified MeetingPlace Audio Server cannot track which invitees have Cisco Unified MeetingPlace user profiles, and therefore treats everyone as a guest invitee. This limitation prevents the system from automatically outdialing and paging users based on their attend settings. You as system administrator can customize the appearance and content of the meeting scheduling and notification forms. Meetings Scheduled from MeetingTime or Cisco Unified MeetingPlace Web Conferencing Figure 1-2 shows the scheduling and notification process when a user schedules a meeting by using MeetingTime or Cisco Unified MeetingPlace Web Conferencing. When users accept or decline invitations, the Exchange server forwards the messages directly to the meeting scheduler, but does not keep track of the information in its database. 1-3
Attending a Meeting Chapter 1 Introducing Cisco Unified MeetingPlace for Outlook Figure 1-2 How Meetings Are Scheduled by Using Cisco Unified MeetingPlace Web Conferencing or MeetingTime Meeting scheduler Cisco MeetingPlace Audio Server TCP/IP Cisco MeetingPlace for Outlook 1 2 Invited Outlook users 3 4 5 Microsoft Exchange Server 121391 1 A user schedules a meeting by using Cisco Unified MeetingPlace Web Conferencing or MeetingTime. 2 Cisco Unified MeetingPlace for Outlook polls the Cisco Unified MeetingPlace Audio Server and picks up any meeting notifications. 3 Cisco Unified MeetingPlace for Outlook schedules the meeting on the Microsoft Exchange server. 4 An Outlook agent distributes a meeting notification to the Outlook inbox of each invited participant. 5 The invited Outlook users check their inboxes and open meeting notifications, which they can accept or decline. If accepted, the meetings appear in their Outlook calendar. Attending a Meeting With Cisco Unified MeetingPlace Web Conferencing installed and running on the Cisco Unified MeetingPlace for Outlook server, users can attend meetings with a click-to-attend link located at the end of their meeting invitation. When users accept an invitation, the meeting information and a click-to-attend link appear in their Outlook calendar. When users click the click-to-attend link, their web browser opens and they are taken to a sign-in page to enter the meeting. For details about attending meetings by using a web browser, see the Cisco Unified MeetingPlace Web Conferencing Help. 1-4
Chapter 1 Introducing Cisco Unified MeetingPlace for Outlook Windows Services Windows Services For ongoing communication with the Cisco Unified MeetingPlace Audio Server, Cisco Unified MeetingPlace for Outlook includes the following Windows services: MeetingPlace Notification Gateway MeetingPlace Gateway SIM Cisco Unified MeetingPlace for Outlook Service These programs are implemented by using the standard Windows services architecture. Therefore, you can use standard mechanisms to start and stop the services, view the event log, and remotely monitor activity. Additional References Administration Guide for Cisco Unified MeetingPlace Audio Server, at http://www.cisco.com/en/us/products/sw/ps5664/ps5669/prod_maintenance_guides_list.html. Configuration Guide for Cisco Unified MeetingPlace Web Conferencing, at http://cisco.com/en/us/products/sw/ps5664/ps5669/products_installation_and_configuration_guid es_list.html. Documentation Guide for Cisco Unified MeetingPlace, at http://cisco.com/en/us/products/sw/ps5664/ps5669/products_documentation_roadmaps_list.html. Release Notes for Cisco Unified MeetingPlace for Outlook, at http://cisco.com/en/us/products/sw/ps5664/ps5669/prod_release_notes_list.html. 1-5
Additional References Chapter 1 Introducing Cisco Unified MeetingPlace for Outlook 1-6
CHAPTER 2 Installing Cisco Unified MeetingPlace for Outlook This chapter describes the Cisco Unified MeetingPlace for Outlook new installation process. See the following sections: Installation Options, page 2-1 Supported Configurations, page 2-2 Preparing to Install, page 2-3 Installing Cisco Unified MeetingPlace for Outlook, page 2-8 Distributing and Installing the Cisco Unified MeetingPlace for Outlook Client, page 2-10 Installation Options Cisco Unified MeetingPlace for Outlook can be installed in three ways: This Installation Option Full integration with the Microsoft Outlook application MeetingPlace for Outlook Client Services only MeetingPlace for Outlook Notification Services only Allows Users To Schedule Cisco Unified MeetingPlace meetings by using Outlook, and receive meeting notifications in Outlook. Schedule Cisco Unified MeetingPlace meetings from Outlook. Receive invitations to Cisco Unified MeetingPlace meetings that are scheduled through Cisco Unified MeetingPlace Web Conferencing and MeetingTime Proxy Installations Cisco Unified MeetingPlace for Outlook supports proxy installations. Proxy configurations must not block access from the gateway machine to either the Exchange Server or the Cisco Unified MeetingPlace Audio Server. Valid IP connections are necessary for all actions to or from Cisco Unified MeetingPlace for Outlook and Outlook clients. 2-1
Supported Configurations Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Supported Configurations For Full Functionality or to Enable Scheduling Only For full functionality or to enable scheduling only, install as shown in Table 2-1, depending on your configuration. Table 2-1 Supported Configurations If Your Configuration Is This You have only one Cisco Unified MeetingPlace Web Conferencing server and it is behind the firewall. You are installing Cisco Unified MeetingPlace for Outlook on a dedicated server that is separate from your existing Cisco Unified MeetingPlace Web Conferencing server or servers. These instructions apply to both DMZ and non-dmz configurations. This configuration is useful for increased scalability. You have a segmented meeting access (DMZ) configuration with a full-functionality Cisco Unified MeetingPlace Web Conferencing server inside your firewall, and an attend-only Web Conferencing installation on a separate server in the DMZ. This configuration is referred to as SMA-2S. Note that the SMA-1S (single server) configuration is no longer supported in this release. For more information about segmented meeting access configurations, see the documentation for Cisco Unified MeetingPlace Web Conferencing. You have any other configuration. Do This Install Cisco Unified MeetingPlace for Outlook on the same computer as Cisco Unified MeetingPlace Web Conferencing. On the server onto which you will install Cisco Unified MeetingPlace for Outlook, first install and configure Cisco Unified MeetingPlace Web Conferencing according to the instructions in the Preparing a Dedicated Server for Cisco Unified MeetingPlace for Outlook section on page 2-7. Then, install Cisco Unified MeetingPlace for Outlook. Install Cisco Unified MeetingPlace for Outlook on your internal Cisco Unified MeetingPlace Web Conferencing server. Contact your Cisco technical support representative before installing Cisco Unified MeetingPlace for Outlook. To Enable Users to Receive Notifications for Meetings Scheduled in Other Clients To enable users to receive notifications in Outlook for meetings scheduled from other Cisco Unified MeetingPlace interfaces, install Cisco Unified MeetingPlace for Outlook on the server. Cisco Unified MeetingPlace Web Conferencing is not required on this machine. 2-2
Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Preparing to Install Preparing to Install To prepare for the Cisco Unified MeetingPlace for Outlook installation, complete the following tasks: Action Do This Step 1 Verify system requirements. See System Requirements for Cisco Unified MeetingPlace, at http://www.cisco.com/en/us/products/sw/ps5664/ps56 69/prod_installation_guides_list.html. Step 2 Step 3 Verify that your Cisco Unified MeetingPlace system configuration is supported by this software release. If you are installing on a Cisco MCS, configure the operating system on the server. See the Supported Configurations section on page 2-2. See the Configuring the MCS Server Operating System section on page 2-5. Step 4 Complete the preparation worksheet. Fill in the Gathering Cisco Unified MeetingPlace for Outlook Installation Values section on page 2-4. Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Install Microsoft Outlook and Collaboration Data Objects on the server. Configure the default Microsoft Outlook mailbox. Uninstall other notification gateways, such as Cisco Unified MeetingPlace for Lotus Notes or Cisco Unified MeetingPlace SMTP E-Mail Gateway, if installed. Enable the Calendar and Notification option keys on the Cisco Unified MeetingPlace Audio Server. Disable Microsoft Outlook reminders on the Cisco Unified MeetingPlace for Outlook server. If you are installing Cisco Unified MeetingPlace for Outlook on a dedicated server, install and configure Cisco Unified MeetingPlace Web Conferencing on that server. See the Installing Microsoft Outlook and Collaboration Data Objects on the Integration Server section on page 2-5. See the Configuring the Default Microsoft Outlook Mailbox section on page 2-5. See the Uninstalling Other Cisco Unified MeetingPlace Notification Gateways section on page 2-6. See the Enabling Option Keys section on page 2-6. See the Disabling Microsoft Outlook Client Reminders section on page 2-7. See the Preparing a Dedicated Server for Cisco Unified MeetingPlace for Outlook section on page 2-7. 2-3
Preparing to Install Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Gathering Cisco Unified MeetingPlace for Outlook Installation Values To prepare to install Cisco Unified MeetingPlace for Outlook, gather and record the information in Table 2-2. Table 2-2 Cisco Unified MeetingPlace for Outlook Installation Values Description The names of the Exchange Server and Cisco Unified MeetingPlace for Outlook mailbox. Values Exchange Server name: Mailbox name: Exchange mailbox password: The Windows server username, domain, and password that match the Cisco Unified MeetingPlace for Outlook mailbox name and password. This account must have Administrator privileges. Username: Domain: Password: The primary hostname or IP address of the machine on which you will be installing Cisco Unified MeetingPlace for Outlook. URLs for Cisco Unified MeetingPlace Web Conferencing servers, if installed. These are required for the click-to-attend links. If you do not have an external Cisco Unified MeetingPlace Web Conferencing server, repeat the internal Web Conferencing URL in the space assigned for your external Web Conferencing server. If you are installing Cisco Unified MeetingPlace for Outlook on a dedicated server, repeat the internal Web Conferencing URL in the space assigned for your external Web Conferencing server. Cisco Unified MeetingPlace WebPublisher license key. This is required even if you do not want to install Cisco Unified MeetingPlace Web Conferencing functionality. Cisco Unified MeetingPlace Audio Server hostname or IP address. Hostname: Internal Cisco Unified MeetingPlace Web Conferencing server: External Cisco Unified MeetingPlace Web Conferencing server: Cisco Unified MeetingPlace WebPublisher option key: Cisco Unified MeetingPlace Audio Server hostname or IP address: 2-4
Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Preparing to Install Configuring the MCS Server Operating System If you are installing Cisco Unified MeetingPlace for Outlook on a Cisco MCS server, do the following procedure. To Configure the MCS Server Operating System Step 1 Before you install Cisco Unified MeetingPlace for Outlook, in the Services control panel, set the startup type of the Task Scheduler to Automatic. Installing Microsoft Outlook and Collaboration Data Objects on the Integration Server You must install a supported version of Microsoft Outlook on the integration server prior to installing Cisco Unified MeetingPlace for Outlook. Collaboration Data Objects (CDO) must also be installed on the server. For Outlook 2003 or Outlook 2000, select CDO as an option during setup; it is not loaded by default. For supported versions, see System Requirements for Cisco Unified MeetingPlace, at http://www.cisco.com/en/us/products/sw/ps5664/ps5669/prod_installation_guides_list.html. Refer to the Microsoft documentation for instructions on installing Microsoft Outlook and CDO. Configuring the Default Microsoft Outlook Mailbox Configure the default Microsoft Outlook mailbox before you install Cisco Unified MeetingPlace for Outlook. The username and password for the default mailbox must match the username and password of a Windows account with Administrator privileges. When installing Cisco Unified MeetingPlace for Outlook, log in to the server with this account. To Configure the Default Microsoft Outlook Mailbox Step 1 Step 2 Step 3 Step 4 Create a user on your Microsoft Windows domain, for example CiscoMP. Create a mailbox for this user on the Exchange Server. Give local administrative rights to this user on the gateway machine. Microsoft Windows software may not give users log on as service rights. Verify that the user has these rights. Click Administrative Tools > Local Security Policy > Local Policies > User Rights Assignment > Log On as Service. Step 5 On the Cisco Unified MeetingPlace for Outlook machine, log in as the user that you created in Step 1. Step 6 Configure your default Outlook profile to open the mailbox that belongs to the user you created in Step 1. To access Outlook profile settings, click Start > Settings > Control Panel > Mail, then click Show Profiles. See the Microsoft Outlook documentation for details. 2-5
Preparing to Install Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Uninstalling Other Cisco Unified MeetingPlace Notification Gateways If you have another Cisco Unified MeetingPlace notification gateway installed, such as Cisco Unified MeetingPlace SMTP E-Mail Gateway software (MAPI or SMTP) or Cisco Unified MeetingPlace for Lotus Notes, uninstall these applications before installing Cisco Unified MeetingPlace for Outlook. Cisco Unified MeetingPlace Notification Services can support only one notification gateway at a time. Caution Uninstalling Cisco Unified MeetingPlace for Outlook from a machine running a second Cisco Unified MeetingPlace gateway may cause the second gateway to stop functioning. Contact your Cisco technical support representative for removal instructions. To Uninstall a Cisco Unified MeetingPlace Notification Gateway Step 1 Step 2 Step 3 Step 4 Step 5 Stop all Cisco Unified MeetingPlace Services. Stopping these services frees up system resources and speeds the Setup program. Choose Start > Settings > Control Panel > Add/Remove Programs. Click the Cisco Unified MeetingPlace gateway you want to remove, for example the Cisco Unified MeetingPlace SMTP E-Mail Gateway or Cisco Unified MeetingPlace for Lotus Notes, and click Remove. Restart your computer. To verify that the Cisco Unified MeetingPlace notification gateway was successfully uninstalled, check the list of programs in Add/Remove Programs. Enabling Option Keys An option key is an alphanumeric string similar to a serial number that needs to be entered in the Cisco Unified MeetingPlace database to activate a system option. For more information, see the documentation for your Cisco Unified MeetingPlace Audio Server. To Enable the Calendar and Notification Option Keys Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 On your license for Cisco Unified MeetingPlace Audio Server, locate the option key. Log in to the server with an Administrator password. Open MeetingTime and click the Configure tab. Click System Options, then click Query. Use the right arrow button to locate the option keys that you want to allow, then enter the option key number that you made note of in Step 1 in the option key parameter. Click Save Changes and restart the Cisco Unified MeetingPlace Audio Server for the option keys to take effect. 2-6
Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Preparing to Install Disabling Microsoft Outlook Client Reminders To prevent multiple reminder windows from appearing after you install Cisco Unified MeetingPlace for Outlook, disable Microsoft Outlook reminders by doing the following procedure. To Disable Microsoft Outlook Client Reminders Step 1 Step 2 Step 3 Step 4 In Microsoft Outlook, choose Tools > Options. Click the Other tab. Click Advanced Options, then click Reminder Options. Uncheck the Display the Reminder and Play Reminder Sound check boxes, then click OK. Preparing a Dedicated Server for Cisco Unified MeetingPlace for Outlook You can install Cisco Unified MeetingPlace for Outlook on a dedicated server that is separate from your existing Cisco Unified MeetingPlace Web Conferencing servers, in order to increase scalability. If you do this, you must do the following procedure before installing Cisco Unified MeetingPlace for Outlook. To Prepare a Dedicated Server for Cisco Unified MeetingPlace for Outlook Step 1 Step 2 Step 3 Install Cisco Unified MeetingPlace Web Conferencing on the dedicated server. When prompted, choose the Internal (Full Access) option and the Local Server database option. Complete the installation and restart when prompted. If you have a DMZ configuration with two servers (SMA-2S), continue with the following To Configure a Dedicated Server in an SMA-2S DMZ Configuration procedure. To Configure a Dedicated Server in an SMA-2S DMZ Configuration If your Cisco Unified MeetingPlace Web Conferencing system is deployed in a DMZ configuration with two servers (SMA-2S), you must also do the following procedure on the dedicated Cisco Unified MeetingPlace for Outlook server. Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Open your web browser and enter the URL of your dedicated server. The default URL structure is http://servername. Sign in by using your System Manager-level user ID and password, then click Sign In Now. Click the Admin link. On the Admin page, click Web Server. In the Web Server field, enter a server name that is not assigned to any server. In the Hostname field, enter the name of this server (the server on which you will install Cisco Unified MeetingPlace for Outlook). Ignore all other fields on this page. 2-7
Installing Cisco Unified MeetingPlace for Outlook Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Step 8 Click Submit. Step 9 On the Admin page, click Site. Step 10 Click the name of your site. Step 11 For DMZ Web Server, choose the server name that you entered in Step 5. Step 12 Ignore all other fields on this page. Step 13 Click Submit. Installing Cisco Unified MeetingPlace for Outlook The language of the installer and administration interface is determined by the language setting in Cisco Unified MeetingPlace Audio Server. To Install Cisco Unified MeetingPlace for Outlook Step 1 Complete the requirements in the Preparing to Install section on page 2-3. Step 2 Step 3 Step 4 Step 5 Step 6 Log in with the Microsoft Windows account that you created in the Configuring the Default Microsoft Outlook Mailbox section on page 2-5. This account has Administrator rights, and its username and password match those of the default Outlook mailbox. Verify that Cisco Unified MeetingPlace Web Conferencing is already installed and running on this computer. Run the Setup.exe file. In the Welcome window, click Next. In the Select Components window, check the check boxes of the components you want installed and uncheck the check boxes of the components you do not want installed. The components are explained in the following table. If you do not want to install into the default directory, click Browse to choose a directory to install into. To check disk space on your drive, click Disk Space. When you finish, click Next. To Let users schedule meetings from their Microsoft Outlook client by using the Cisco Unified MeetingPlace for Outlook scheduling form Let users receive notifications of Cisco Unified MeetingPlace meetings in their Microsoft Outlook client Do This Check the check box for MeetingPlace for Outlook Client Services. Check the check box for MeetingPlace for Outlook Notification Services. Step 7 Enter the Windows server username and domain by using the values you entered in the Gathering Cisco Unified MeetingPlace for Outlook Installation Values section on page 2-4, and then click Next. For example, if the domain is domain.com, enter the domain in the form domain. 2-8
Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Installing Cisco Unified MeetingPlace for Outlook Step 8 Step 9 Step 10 Enter the Windows server password in the Password field. Use the password for the Cisco Unified MeetingPlace for Outlook user account that you entered in the Gathering Cisco Unified MeetingPlace for Outlook Installation Values section on page 2-4. Enter the password in the second field also, then click Next. If prompted to select a time zone for Cisco Unified MeetingPlace, select the local time zone of your Windows server, and then click Next. Enter the hostname or IP address for your Cisco Unified MeetingPlace Web Conferencing servers by using information in the following table. These are the values you wrote in the Gathering Cisco Unified MeetingPlace for Outlook Installation Values section on page 2-4. Field Web 1 If you have only one Cisco Unified MeetingPlace Web Conferencing server Enter the hostname or IP address of your Cisco Unified MeetingPlace Web Conferencing server. If you have a supported DMZ configuration Enter the hostname or IP address of your internal Cisco Unified MeetingPlace Web Conferencing server. Enter the hostname or IP address of your external Cisco Unified MeetingPlace Web Conferencing server. If you are installing Cisco Unified MeetingPlace for Outlook on a dedicated server Enter the hostname or IP address of the active internal Cisco Unified MeetingPlace Web Conferencing server. Enter the same hostname or IP address that you entered in the Web 1 field. Web 2 Enter the same hostname or IP address that you entered in the Web 1 field. Step 11 Step 12 Step 13 Step 14 Step 15 The Setup program begins to install the application, and displays a setup status window to indicate the installation progress. If you want to stop the installation, click Cancel. When prompted to launch the Configure Client Setup Utility, click Next. Follow the configuration instructions in the About Configuring the Cisco Unified MeetingPlace for Outlook Client Software section on page 3-1. When the InstallShield Wizard reappears, click Yes to restart your server now, then click Finish to complete Setup. Wait for the server to restart. This may take several minutes. Verify that Cisco Unified MeetingPlace for Outlook successfully connects to the Cisco Unified MeetingPlace Audio Server and your Exchange Server. Open the Gateway SIM event log by right-clicking the orange door icon in the system tray and choosing Eventlog. You should see in the log the message Logon Successful to Exchange and MeetingPlace Notification Gateway. If you do not see this message, check for error messages in the event log, and also check the Windows Event Viewer. (Click Start > Programs > Administrative Tools > Event Viewer, then click Application Log. Look for any messages that might indicate the problem). (Optional) Customize the templates for notifications of meetings that users schedule in Cisco Unified MeetingPlace Web Conferencing or MeetingTime. See Chapter 6, Customizing Text-Based Meeting Notifications. Only the templates for notifications of meetings that users schedule in Cisco Unified MeetingPlace for Outlook are accessible by using the Configure Client Setup Utility. Step 16 (Optional) Customize the Cisco Unified MeetingPlace for Outlook scheduling forms. See Chapter 5, Customizing the Scheduling and Notification Forms. Step 17 Distribute the client software to end user machines. See the Distributing and Installing the Cisco Unified MeetingPlace for Outlook Client section on page 2-10. 2-9
Distributing and Installing the Cisco Unified MeetingPlace for Outlook Client Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Distributing and Installing the Cisco Unified MeetingPlace for Outlook Client The Cisco Unified MeetingPlace for Outlook Client Services installation creates a Setup.exe file which installs the Cisco Unified MeetingPlace for Outlook Client on end-user systems. By default, the installation puts this file in C:\Program Files\Cisco Systems\MPWeb\mpoutlook. Distribute this file to end users in one of the following ways: E-mail the file to your users. Place the file on a shared network drive or a web site for your users to access. Use an automated distribution system. Keep the following items in mind: Install the Cisco Unified MeetingPlace for Outlook client on the computers of all Outlook 2003 users who are connected to your Exchange server. If an Outlook 2003 user does not have the Cisco Unified MeetingPlace for Outlook client, and the user clicks the MeetingPlace tab in a received meeting notification, the user may see an error. If delegates will use Outlook to schedule Cisco Unified MeetingPlace meetings on behalf of other users, then both the delegates and the persons on whose behalf the delegates schedule meetings must have the Cisco Unified MeetingPlace for Outlook client software installed. To modify the client Setup.exe, see the About Configuring the Cisco Unified MeetingPlace for Outlook Client Software section on page 3-1. You initially set these values when you installed Cisco Unified MeetingPlace for Outlook on the server. Users must log on to their computer with administrator access in order to load the Cisco Unified MeetingPlace for Outlook client. To make the Cisco Unified MeetingPlace 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 Cisco Unified MeetingPlace for Outlook client. (Click Start > Run, then enter <pathname> setup.exe -admin.) The admin switch can also be used in an automation script. See the To Use Automated Distribution Tools to Distribute the Cisco Unified MeetingPlace for Outlook Client section on page 2-11. To uninstall the Cisco Unified MeetingPlace for Outlook Client, log in to the user computer as Administrator and use Add/Remove Programs to remove the software. Do the following procedures, as applicable. To Install the Cisco Unified MeetingPlace for Outlook Client Locally, page 2-10 To Make the Cisco Unified MeetingPlace Scheduling Form the Default, page 2-11 To Use Automated Distribution Tools to Distribute the Cisco Unified MeetingPlace for Outlook Client, page 2-11 To Install the Cisco Unified MeetingPlace for Outlook Client Locally Step 1 Step 2 Step 3 Step 4 Exit the Microsoft Outlook client software. Run the Setup.exe file. When the Cisco Unified MeetingPlace for Outlook window appears, click OK to install. After installation is complete, start Microsoft Outlook. 2-10
Chapter 2 Installing Cisco Unified MeetingPlace for Outlook Distributing and Installing the Cisco Unified MeetingPlace for Outlook Client Users can now schedule meetings by using the Cisco Unified MeetingPlace scheduling form. For details, see the online help. To Make the Cisco Unified MeetingPlace Scheduling Form the Default If the Cisco Unified MeetingPlace scheduling form is not set as the default form on the client computer, you can manually change this setting. Step 1 In the Microsoft Outlook calendar, click Tools > Options. Click the MeetingPlace tab. Note The MeetingPlace tab appears only if you configured it to do so in the Configure Client Setup Utility. See Chapter 3, Configuring and Managing Cisco Unified MeetingPlace for Outlook. Step 2 Step 3 In the Appointment section, check the Make the MeetingPlace Meeting Schedule Form the Default Scheduling Form for All New Meetings check box. To save your changes, click Apply, then click OK. To Use Automated Distribution Tools to Distribute the Cisco Unified MeetingPlace for Outlook Client Automated software distribution tools allow system administrators to automate and remotely distribute and install software such as the Cisco Unified MeetingPlace for Outlook client. If you know how to use these tools, you can install the Outlook add-in (Cisco Unified MeetingPlace for Outlook client) files on the computers of end users, by using the following switches provided in Cisco Unified MeetingPlace for Outlook: Silent Suppresses the need for user input. Admin Installs Cisco Unified MeetingPlace for Outlook for access by all users of a computer. Cisco does not provide technical support for automated distribution tools. Do the following procedure to test that Cisco Unified MeetingPlace for Outlook switches are working correctly. To Test Cisco Unified MeetingPlace for Outlook Switches Step 1 Step 2 Step 3 Click Start > Run, and enter <path to setup.exe> /admin /silent. Verify that no user prompts appear on the end user machine. Verify that the following server information exists in the registry: HKCU\software\latitude\MeetingPlace for Outlook, and HKU\.default\software\latitude\MeetingPlace for Outlook (admin) 2-11
Distributing and Installing the Cisco Unified MeetingPlace for Outlook Client Chapter 2 Installing Cisco Unified MeetingPlace for Outlook 2-12
CHAPTER 3 Configuring and Managing Cisco Unified MeetingPlace for Outlook See the following sections: About Configuring the Cisco Unified MeetingPlace for Outlook Client Software, page 3-1 Settings in the Configure Client Utility, page 3-2 Configuring Cisco Unified MeetingPlace for Outlook for Reservationless Meetings, page 3-10 Cisco Unified MeetingPlace Gateway Configuration Utility, page 3-10 Enabling Authentication and Security Options, page 3-13 System Manager Agents, page 3-14 About Configuring the Cisco Unified MeetingPlace for Outlook Client Software The Cisco Unified MeetingPlace for Outlook client software installer (Setup.exe) is generated with settings that you specify in the Configure Client Setup Utility, also referred to as the ConfigClient Utility. You configure the client when you install or upgrade Cisco Unified MeetingPlace for Outlook software on the server, and can change the configuration of the client software at any time. Do the following procedures, as applicable: To Configure the Client During Installation or Upgrade of Cisco Unified MeetingPlace for Outlook, page 3-1 To Change Settings in the Cisco Unified MeetingPlace for Outlook Client Software, page 3-2 To Configure the Client During Installation or Upgrade of Cisco Unified MeetingPlace for Outlook The Cisco Unified MeetingPlace for Outlook installer brings up the ConfigClient utility during installation and upgrade of Cisco Unified MeetingPlace for Outlook on the server. You must complete the steps in this section to complete the installation or upgrade. Step 1 Step 2 Step 3 Click Start > Settings > Control Panel > MeetingPlace Gateways. Click the Outlook Gateway tab, then click the Configure Client Setup button. Make changes by using the information in the Settings in the Configure Client Utility section on page 3-2. 3-1
Settings in the Configure Client Utility Chapter 3 Configuring and Managing Cisco Unified MeetingPlace for Outlook Step 4 Step 5 After you finish, click Save, then click Close. During an upgrade, do this even if you have not made changes. You will automatically return to the installation or upgrade process. Complete the installation process as described in Chapter 2, Installing Cisco Unified MeetingPlace for Outlook. To Change Settings in the Cisco Unified MeetingPlace for Outlook Client Software Step 1 Step 2 Step 3 Step 4 Step 5 Choose Start > Settings > Control Panel > MeetingPlace Gateways. Click the Outlook Gateway tab, then click the Configure Client Setup button. Make changes by using the information in the Settings in the Configure Client Utility section on page 3-2. Click Save, then click Close. If you modified any of the following in the Configure Client Setup Utility, distribute the newly generated Setup.exe file to your users: Any changes in the Servers tab. The following changes in the Client Options tab: Checking or unchecking the Make MeetingPlace Form the Default Appointment Form check box. Checking or unchecking the Make MeetingPlace Tab Under Tools Options Unavailable to Clients check box. Checking or unchecking the Create a Hidden Internet Explorer Window When Outlook Starts check box. Enabling or disabling support for Outlook 2003. Your users run the newly generated Setup.exe to implement your changes on their computers. Note The automated upgrade information described in the Client Options Tab section on page 3-6 does not apply unless you are also updating or upgrading Cisco Unified MeetingPlace for Outlook. If your organization uses an automated distribution tool, you can use this tool to update the computers of your users with the new client software, as long your end user workstations are not locked down. For more information about using these tools, see the To Use Automated Distribution Tools to Distribute the Cisco Unified MeetingPlace for Outlook Client procedure on page 2-11. Settings in the Configure Client Utility The Configure Client Utility contains the following tabs: Servers Tab, page 3-3 Logins Tab, page 3-4 3-2
Chapter 3 Configuring and Managing Cisco Unified MeetingPlace for Outlook Settings in the Configure Client Utility Client Options Tab, page 3-6 Notification Options Tab, page 3-7 Template Tab, page 3-9 Servers Tab Specify the Cisco Unified MeetingPlace Audio Server that meetings will be scheduled on. If you have more than one Audio Server configured for access by Cisco Unified MeetingPlace for Outlook, and you want users to be able to choose the server they schedule a meeting on, identify each server here. The order in which they are listed here is the order users will see. The first server in the list is the default. To Add a Cisco Unified MeetingPlace Audio Server to the List Step 1 Step 2 Step 3 Click the Servers tab. Click Add. The Edit Gateway Settings dialog box opens. Enter the following information for each server you add. When you finish, click OK. For This Parameter MeetingPlace Server Gateway URL for the GCI Program Do This Enter the name of the Cisco Unified MeetingPlace Audio Server that you are adding. This is the name that will appear in your Cisco Unified MeetingPlace for Outlook scheduling form. This name does not have to match the hostname of the system. Replace hostname in the example with the hostname of the server on which Cisco Unified MeetingPlace for Outlook Client Services is installed. Use the following format: http://hostname/cgi-bin. The hostname must be 29 characters or fewer in length. Step 4 Step 5 (Optional) If you have a segmented meeting access (DMZ) configuration and you want a meeting scheduler to be able to access the MeetingPlace tab in the meeting notification to attend a meeting, even if the scheduler is outside the firewall, check the Use DMZ Server check box. Otherwise, the scheduler can use only the click-to-attend link to attend the meeting. Click Save. To Modify Server Information Step 1 Step 2 Step 3 Step 4 Click the server to modify. Click Edit. Make changes by using the information in Step 3 of the To Add a Cisco Unified MeetingPlace Audio Server to the List procedure on page 3-3. Click Save. 3-3
Settings in the Configure Client Utility Chapter 3 Configuring and Managing Cisco Unified MeetingPlace for Outlook If you have more than one Cisco Unified MeetingPlace for Outlook server listed, you can change the order in which the server names appear in the drop-down list from which users choose a server when they schedule a meeting. Do the following procedure. To Change the Order of the Servers List Step 1 Step 2 Step 3 Step 4 Click a server name. Click Move Up or Move Down. Repeat the preceding steps with other servers in the list until the list is in the desired order. Click Save. Logins Tab Cisco Unified MeetingPlace for Outlook provides multiple authentication options. Click the Logins tab to specify how users will authenticate. To Enter or Change Login Settings Step 1 Step 2 Click the Logins tab. Set login requirements as shown in the following table. To Select Important Information Require users to log in each time they want to use Cisco Unified MeetingPlace for Outlook (disable any form of automatic authentication). Do Not Persist Login Information None. Store log in information in the registry after an initial session. Store log in information in the form of cookies for automatic authentication during subsequent sessions. Persist Login Information in Registry Persist Login Information in Browser Cookies The scheduler and invitee must both have Cisco Unified MeetingPlace for Outlook client software installed. Users who do not have Cisco Unified MeetingPlace for Outlook installed and users who use the click-to-attend link must log in. Restricted meetings are only accessible to people who log in as profiled users. Users log in only the first time they use Cisco Unified MeetingPlace for Outlook. 3-4