User manual CISCO TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 FOR MICROSOFT EXCHANGE

[. . . ] Cisco TelePresence Management Suite Extension for Microsoft Exchange Version 2. 2 User Guide D14753. 01 December 2010 Contents Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Meeting Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Creating a New Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . [. . . ] When complete, click Send Update to save the meeting and send the changes to the meeting participants. Warning: Do not click Save and Close as this will only modify your calendar and will not send the changes to the other participants, including the rooms/systems. Doing so will NOT update your video conference booking. Deleting Meetings To delete a meeting: 1. Find the event in your calendar, right click on it and select Delete from the pop-up menu. If the meeting is part of a recurring series, you will be asked whether you wish to edit just this occurrence, or the entire series. The next prompt will ask you whether or not to send a cancellation notice. Cisco TMSXE User Guide (2. 2) Page 5 of 11 Select Send cancellation and delete meeting and click OK. Sending a cancelation notice is required to ensure the meeting will be deleted from the other participant's calendars, including the rooms/systems. Modifying Meetings from Cisco TMS Meetings booked by a user that include a Cisco TMS integrated room/system will automatically be created in Cisco TMS, and the meeting organizer will be set as the meeting owner in Cisco TMS. The meeting in Cisco TMS will only show rooms/systems included in the meeting and not individuals included in the meeting. As the meeting owner, or as a user that has permissions to modify other user's meetings in Cisco TMS, a user can modify bookings created in Outlook/Exchange directly in Cisco TMS. If a meeting is modified in Cisco TMS, the meeting owner will receive an email with the updated conference information. The rooms/systems integrated with Exchange will have their calendars automatically updated if a meeting is updated from Cisco TMS. However, for security protections, Cisco TMS and Cisco TMSXE do not have access to open or modify user's calendars. This means a meeting modified in Cisco TMS will not automatically update the existing calendar entry in user's calendars. If a meeting is updated in Cisco TMS, the meeting organizer should update the calendar entry in their calendar and send out updates to ensure their calendar and their invited participants are up to date. This is also a convenient time to add the updated video conference information to the meeting's details. Using the Resource's Calendar Directly Users who have been granted permissions to a resource's calendar, such as through the security groups defined in the Configuration Utility, or directly, have the ability to open the resource's calendar in their own Outlook client. Opening the calendar is often useful for getting an overview of a resource's activities. Creating, editing, and deleting meetings directly in the calendar is possible and compatible with Cisco TMSXE. Users should take care when editing or deleting calendar entries directly in a resource's calendar when a meeting includes a mix of people and resources. This is because in Outlook Calendaring, changes made in the calendar directly will not update the Outlook calendars of other users who may be part of the meeting. Any resources included in the meeting will be updated as the Cisco TMS meeting is also updated with any changes, but user's calendars are never touched by the Integration. Be sure the meeting organizer can send updated information out to attendees. Cisco TMSXE User Guide (2. 2) Page 6 of 11 Using the TANDBERG Form When using the standard Outlook Appointment forms, meetings created using Outlook will be booked in Cisco TMS using the conferencing defaults defined by the administrator. Conference settings such as bandwidth, encryption, and call setup type will use the default values defined in Cisco TMS. [. . . ] Q: Can I book meetings using Outlook Web Access?(OWA) A: If your administrator and installation allow Asynchronous booking, you can create bookings including integrated rooms/systems using OWA. Direct Resource Booking and the TANDBERG custom form are not supported by OWA. Cisco TMSXE User Guide (2. 2) Page 9 of 11 Checking for updates and getting help Cisco recommends registering your product at http://www. tandberg. com/video-conferencingservices. jsp in order to receive notifications about the latest software and security updates. New feature and maintenance releases are published regularly, and we recommend that your software is always kept up to date. [. . . ]