A P P E N D I X
B
Integrating Cisco Unified MeetingPlace Express
With Microsoft Outlook
Revised: October 18, 2006, OL-11374-01
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.
Related Topics
•
Guest Profile Fields That Apply to Guest Users, page 8-21
•
Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook, 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.
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Appendix B
Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook
Information About Microsoft Outlook Integration
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
•
About Client Installation, 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
E-mail 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 e-mail 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 e-mail and Microsoft Outlook notifications use the e-mail notification templates in
Cisco Unified MeetingPlace Express.
Both SMTP e-mail 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.
Related Topics
•
Configuring Cisco Unified MeetingPlace Express User Profile Preferences for Notifications, page
B-5
•
E-Mail 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.
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Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook
How to Integrate with Microsoft Outlook
Related Topics
•
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.
Related Topics
•
About Client Installation, page B-2
•
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
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Appendix B
Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook
How to Integrate with Microsoft Outlook
Configuring the Microsoft Outlook Exchange Server
This section describes how to create a dedicated e-mail 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.
Before You Begin
Read the “Restrictions for Microsoft Outlook Integration” section on page B-1.
Procedure
Step 1
Create a user on your Microsoft Windows domain, for example, “MeetingPlaceExpress.”
Step 2
Create a mailbox for this user on the Microsoft Exchange Server.
Related Topics
•
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.
Before You Begin
•
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 e-mail
account.
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Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook
How to Integrate with Microsoft Outlook
Procedure
Step 1
Log in to Cisco Unified MeetingPlace Express.
Step 2
At the top of the page, click Administration.
Step 3
On the left side of the page:
a.
Click System Configuration.
b.
Click E-Mail Service Administration.
c.
Click Exchange Server Configuration.
Step 4
Configure the fields on the Exchange Server Configuration page.
Step 5
Click Save.
Related Topics
•
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—e-mail notification from the Cisco Unified MeetingPlace Express server
•
Exchange—Microsoft Outlook Calendar notification from the Microsoft Exchange Server
Before You Begin
•
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.
Procedure
Step 1
Log in to Cisco Unified MeetingPlace Express.
Step 2
Click Administration at the top of the page.
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How to Integrate with Microsoft Outlook
Step 3
On the left side of the page, click User Configuration.
Step 4
Take one of the following actions:
Step 5
Step 6
•
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:
•
E-mail type, page C-11 (user group)
•
E-mail type, page C-19 (user profile)
Step 7
Click Save.
Step 8
Repeat Step 3 through Step 7 for all user groups and user profiles that you want to configure.
Related Topics
•
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.
Before You Begin
•
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.
Procedure
Step 1
Log in to Cisco Unified MeetingPlace Express.
Step 2
Click Administration at the top of the page.
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How to Integrate with Microsoft Outlook
Step 3
On the left side of the page:
a.
Click System Configuration.
b.
Click Outlook Plug-In Configuration.
Step 4
Configure the fields on the Outlook Plug-In Configuration page.
Step 5
Click Save.
Related Topics
•
Fields on the Outlook Plug-In Configuration Page, page C-117
•
About Client Installation, page B-2
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.
Before You Begin
•
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 13-5.
Procedure
Step 1
Log in to the end-user PC with administrator access.
Step 2
Point a web browser to the URL for your Cisco Unified MeetingPlace Express server.
Step 3
Click the Download Outlook Plug-In link, which is located at the bottom of the Attend and Schedule
Meeting end-user web interface pages.
Step 4
Click Save.
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How to Integrate with Microsoft Outlook
Step 5
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.
Step 6
After installation is complete, launch Microsoft Outlook.
Step 7
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.
Related Topics
•
About Client Installation, page B-2
•
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.
Before You Begin
•
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.
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Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook
How to Integrate with Microsoft Outlook
Procedure
Step 1
(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)
Step 2
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.
Step 3
Step 4
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.
Related Topics
•
About Client Installation, page B-2
•
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 13-5.
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.
Procedure
Step 1
Log in to the user’s computer as Administrator.
Step 2
Use Add/Remove Programs to remove the software.
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Integrating Cisco Unified MeetingPlace Express With Microsoft Outlook
Additional References for Integrating With Microsoft Outlook
Related Topics
•
About Client Installation, page B-2
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
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