Polycom 8 User manual

MGC
Personal Scheduler
Quick Start Guide
Version 8.0

Copyright © 2006 Polycom, Inc.
All Rights Reserved
Catalog No. DOC2139B
Version 8.0
Proprietary and Confidential
The information contained herein is the sole intellectual property of Polycom, Inc. No distribution, reproduction or unauthorized
use of these materials is permitted without the expressed written consent of Polycom, Inc. Information contained herein is subject
to change without notice and does not represent commitment of any type on the part of Polycom, Inc. Polycom and Accord are
registered trademarks of Polycom, Inc. Microsoft, Windows, and Outlook are trademarks or registered trademarks of Microsoft
Corporation.
Notice
While reasonable effort was made to ensure that the information in this document was complete and accurate at the time of
printing, Polycom, Inc., cannot assume responsibility for any errors. Changes and/or corrections to the information contained in
this document may be incorporated into future issues.

i
Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Package Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
About the MGC Personal Scheduler User’s Guide . . . . . . . . . . . . . . . . . . 1-4
Installation and Configuration . . . . . . . . . . . . . . . . . . . . . . . . 2-1
MGC Personal Scheduler Software Installation . . . . . . . . . . . . . . . . . . . . 2-2
Deploying the Client Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
SQL Database Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
MGC Web Server Manager Configuration . . . . . . . . . . . . . . . . . . . . . . . . 2-8
Connecting the MGC Web Server Manager . . . . . . . . . . . . . . . . . . . 2-9
Adding a New MCU . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10
Connecting an MCU . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13
Personal Scheduler Visual Customization . . . . . . . . . . . . . . . . . . . . 2-14
Customization From the MGC Personal Scheduler Configuration
Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
MGC Personal Scheduler Parameter Configuration . . . . . . . . . 2-17
Customization from the Microsoft Outlook Editor . . . . . . . . . . 2-24
Setting a Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30
Managing Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32
Managing Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Scheduling Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Scheduling the Reservation Directly From the Calendar . . . . . . . . . 3-6
E-mail Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10
MGC Manager Reservation Remarks . . . . . . . . . . . . . . . . . . . . . . . 3-12
Modifying Appointments and Meetings . . . . . . . . . . . . . . . . . . . . . 3-15
Canceling Appointments and Meetings . . . . . . . . . . . . . . . . . . . . . . 3-15
Scheduling Recurring Appointments and Meetings . . . . . . . . . . . . . . . . 3-16
Modifying Recurring Appointments or Meetings . . . . . . . . . . . . . . 3-18
Canceling Recurring Appointments and Meetings . . . . . . . . . . . . . 3-19
Canceling Recurring Appointments/Meetings . . . . . . . . . . . . . . . . 3-19
Application Exception . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20

Table of Contents
ii
Viewing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-21
Appendix A: Default Templates . . . . . . . . . . . . . . . . . . . . . . .A-1
Default Conference Template Properties - Default_COP . . . . . . . . A-2
Default Conference Template Properties - Default_Video . . . . . . . A-6
Default Conference Template Properties - Default-Audio . . . . . . . A-9
Default Conference Template Properties - Software CP . . . . . . . A-12
Default Conference Template Properties - Video-Switch . . . . . . . A-16

1-1
1
Introduction
Polycom MGC Personal Scheduler is designed for scheduling audio and
video conferences on the MCU directly from the Microsoft Outlook®
application.
Using the standard Microsoft Outlook conventions, the user schedules the
conference start date and time, conference duration, and invites other
participants from their Microsoft Outlook Calendar.
MGC Personal Scheduler is a plug-in to the users’ Outlook Client
application. The plug-in communicates with the MGC Personal Scheduler
Server (MGC Web Server Manager), which reserves the conference on an
MGC unit.
For more details on using the MGC Personal Scheduler with the MGC
WebCommander application, refer to the MGC WebCommander Web Server
Manager - Installation and Configuration Guide, Version 8.0.

Chapter 1 - Introduction
1-2
The MGC Personal Scheduler is configured by an Administrator who
e-mails the Personal Scheduler application to end-users or use the automatic
Client installation. The installation of the client software is automatic -
allowing Personal Scheduler to seamlessly interface with the end-users’
Microsoft Outlook application.
Once the user schedules the conference in Microsoft Outlook, it is submitted
to the Personal Scheduler Server for MCU resource availability. An accept/
reject notification box opens, notifying the conference organizer if the
conference has been successfully reserved on the MCU. The conference is
rejected by the MCU when resources are insufficient to run the conference at
the requested date and time (or dates and times if a recurring conference). If
the conference is accepted, a signature is added to the conference e-mail,
including various conference parameters required to start the conference, such
as the conference name (for IP and ISDN conferences), password (if
applicable), and the dial-in number (for IP and ISDN conferences). Users can
modify the conference date, time, duration and add/delete participants using
the standard Microsoft Outlook conventions.
Users who have Polycom WebCommander can monitor conferences reserved
via Personal Scheduler on the WebCommander Web site. For users who have
Polycom WebOffice, Personal Scheduler enables a WebOffice user’s to
schedule a meeting/conference.
Package Contents
The MGC Personal Scheduler package includes:
•MGC Web Server Manager
•MGC Personal Scheduler Client application installation utility
•Databases
•Conference Templates
•Documentation
—MGC Personal Scheduler Quick Start Guide (PDF)

MGC Personal Scheduler Quick Start Guide
1-3
System Requirements
This section lists the MGC Personal Scheduler requirements. There are
different requirements for the computer running the MGC Web Server
Manager and for the computer running the MGC Personal Scheduler for the
Client.
Personal Scheduler MGC Web Server Manager requirements:
•PC with Pentium 166 MHz or higher processor
•64 MB RAM
•Windows®NT/2000/XP operating system
•Free hard disk space:
—For MGC Web Server Manager application: 20 MB
—For database records: 30 MB
—If SQL database is installed: 200 MB
•Database Software:
—For a small database, the Access.mdb file can be used; no software
is required
—For a large database, use the Microsoft SQL Server version 7.0 or
the SQL 2000 application. Windows NT Service Pack 4.0 or later is
also required
Personal Scheduler Client requirements:
•PC with Pentium 166 MHz or higher processor
•64 MB RAM
•Windows®95/98/ME/NT/2000/XP operating system
•Microsoft Outlook®2000 and above
If Personal Scheduler is installed as part of the Polycom WebCommander
package, the WebCommander server requirements must also be met. For more
information, see the MGC Web Server Manager Installation and Configuration
Guide.

Chapter 1 - Introduction
1-4
Prerequisites
This manual assumes the user has the following knowledge:
•Familiarity with the Windows environment
•Familiarity with Microsoft Outlook®
•Basic knowledge of video conferencing concepts and terminology
About the MGC Personal Scheduler User’s
Guide
The Personal Scheduler User’s Guide includes the following topics:
•Chapter 1 - Introduction
Provides a general description of Personal Scheduler, System
Requirements and Prerequisites.
•Chapter 2 - Installation and Configuration
Includes information the Administrator needs to install and configure the
MGC Web Server Manager, SQL Database and Conference Templates. It
also describes how to deploy the application to end-users.
•Chapter 3 - Managing Conferences
Describes how the end-user sets up conferences using Personal
Scheduler, including modifying and cancelling meetings and recurrent
meetings.

2-1
2
Installation and Configuration
After the Administrator installs the MGC Personal Scheduler package, he/
she configures the Client software for deployment for end-user installation.
Personal Scheduler is configured solely by the Administrator; there is no
configuration required on the part of the end-user.
After Personal Scheduler is configured, the Administrator sends the
Personal Scheduler Client application by e-mail or can use the automatic
Client installation. The Personal Scheduler client is automatically installed
when the end-user runs (double-clicks) the attachment. For more
information, see “MGC Personal Scheduler Software Installation” on
page 2-2.
Administrator installation and configuration of Personal Scheduler includes:
•Personal Scheduler Software Installation
•SQL Database Configuration (if an SQL Database is used)
•MGC Web Server Manager Configuration
—Connecting to the Server
—Adding MCUs
—Connecting MCUs
—Personal Scheduler Configuration
•Template Management
•Client Application Administrator Installation (optional)
•Client Application Deployment

Chapter 2 - Installation and Configuration
2-2
MGC Personal Scheduler Software Installation
The Administrator has the option to automatically deploy the Personal
Scheduler Client by installing the Client automatically or enable user to
manually install the Client on the hard disk. The Administrator of MGC
Personal Scheduler Client can enable the user to install the Client in one of
two ways:
•Attach the ClientInstall Version 8.0 folder in an E-mail enabling the
user to save the folder to disk. The user then installs MGC Personal
Scheduler by double clicking setup.exe icon in the folder. For further
information, “Deploying the Client Application” on page 2-2.
•Alternatively, send the link of a folder located on the network in an E-
mail. To install Personal Scheduler, the user double-click’s the setup.exe
icon.
When the MGC Personal Scheduler is configured by the administrator,
the Client application is deployed on the network by sending out an e-
mail with an shortcut as an attachment. Users open this self-extracting
file which automatically installs the MGC Personal Scheduler on their
computer. The Installation Wizard guides you through the installation
process of the Personal Scheduler software.
Deploying the Client Application
After Personal Scheduler is configured by the Administrator, the Client
application is deployed by sending out an e-mail with an attached shortcut.
End-users open this self-extracting file which automatically installs Personal
Scheduler on their computers.
To e-mail the Client application shortcut:
1. Create a new e-mail message.
The New E-mail Message window opens.
In version 8.0 the Visual Configuration file is automatically backed up. This
allows you to re-install the MGC Personal Scheduler without losing your
configurations. It is recommended to close Microsoft Outlook during the Client
installation. The MGCScheduler.oft file is automatically backed up in the
CustomizeMGCSchedule.oft file located in the ClientInstall folder. If Personal
Scheduler is installed as part of the Polycom WebCommander package, the
WebCommander server requirements must also be met. For more information,
see the MGC Web Server Manager Installation and Configuration Guide.

MGC Personal Scheduler Quick Start Guide
2-3
2. On the Insert menu, click File, or click the Attach File icon.
The Insert File dialog box opens.
3. Browse to the directory where the Client Setup file is located. By default
this file is located at: C:\Program Files\MGC Personal Scheduler
8.0\Personal Scheduler\ClientInstall.
4. Click the Setup file.
5. Click the Insert button arrow, and then click the Insert as Shortcut
option button in the list.
The link appears in the e-mail message as a shortcut.

Chapter 2 - Installation and Configuration
2-4
6. Send the e-mail to end-users for installation.
7. Once the e-mail is received by the end-user, he/she should double-click
the shortcut to start the self-extracting installation of Personal Scheduler.
8. In rare instances when the MGC Personal Scheduler cannot recognize
the Clients e-mail address, the following dialog box opens, asking the
user to enter their e-mail address. This dialog box only appears once, the
first time the Client installation is installed.
The folder where the Setup file is located must be shared or the end-user
cannot access the installation shortcut.

MGC Personal Scheduler Quick Start Guide
2-5
SQL Database Configuration
The database enables access to various database tables, such as the MCUs
Users and Groups lists.
Personal Scheduler includes two default databases: Access database and SQL
database. If you are using the Access database, you do not have to define any
additional properties. If you are using the SQL database, you must define the
MGC Web Server user properties.
When more than one application needs to be connected to the database, such
as the MGC Manager, Personal Scheduler and PathNavigator, it is
recommended to use the SQL database. It is also recommended to use the
SQL database when the number of users in the install base is more than 100.
To define the MGC Web Sever Manager user properties for the SQL
database:
1. On the Start-Settings menu, click Control Panel.
The Control Panel window open.
2. Double-click the Administrative Tools icon.
The Administrative Tools window opens.
3. Double click the Services icon.

Chapter 2 - Installation and Configuration
2-6
The Services window opens.
4. Right-click OperSrvV8_0, and then click Properties.
The OperSrvV8_0 Properties dialog box opens.
5. Click the Log On tab.

MGC Personal Scheduler Quick Start Guide
2-7
6. Select This account and then click the Browse button to select the user.
The Select User dialog box opens, displaying the name of the selected
user.
7. Select the user name from the list, and click OK.
The OperSrvV8_0 Properties dialog box opens.
8. In the Password field, enter the user’s password.
9. In the Confirm Password field, enter the user’s password again.
10. Click OK to confirm and complete the procedure.

Chapter 2 - Installation and Configuration
2-8
MGC Web Server Manager Configuration
The MGC Web Server Manager application is the user interface for
configuration of Personal Scheduler. It allows the Personal Scheduler Server
to communicate via the MGC Web Server with the MCUs.
Configuration of the MGC Web Server Manager includes:
•Connecting to the Server
•Adding MCUs
•Connecting the MCUs
•Configuring Personal Scheduler
To start the MCU Web Server Manager application:
1. On the Start - Programs menu, click MGC Personal Scheduler 8.0, and
then click MGC Web Server Manager.
The MGC Web Server Manager Login dialog box opens.
2. Enter the Login Name and Password, and click Login.
The default Login Name is admin1. The default Password is 123.

MGC Personal Scheduler Quick Start Guide
2-9
The MGC Web Server Manager window opens.
Connecting the MGC Web Server Manager
The MGC Web Server Manager application is the link between the MCU and
the Personal Scheduler Server. The MGC Web Server Manager must first
connect to the Personal Scheduler Server before the connection to the MCU
may be initiated.
To connect the MGC Web Server Manager:
•Right-click on the Server icon and then click Connect Server.
When MGC Web Server Manager application is connected the X is
removed from the Server icon and a blinking green LED indicates that
the Server is active.

Chapter 2 - Installation and Configuration
2-10
Adding a New MCU
Conferences are reserved on an MCU. At least one MCU must be defined in
the MGC Web Server database.
To add an MCU:
1. Click the [+] icon next to Database to expand the list.
2. Click the [+] icon next to <Database name> to expand the list.
3. Right-click on the MCUs icon, and then click Add New MCU to DB.
The MCU Properties dialog box opens.
4. Fill in the fields as described in Table 2-1.
Table 2-1: MCU Properties Fields
Field Description
Name The name of the MCU. Specify a name that clearly
identifies the MCU.
IP Address The IP Address of the MCU. This should be the IP
address of the MCU LAN control port (and not the IP
of the H.323 card).
Login The login name used when connecting to the MCU.

MGC Personal Scheduler Quick Start Guide
2-11
Password The password used when connecting to the MCU.
ISDN Prefix The first digits of the MCU number that are added at
the beginning of the dial-in number allocated by the
MCU. The full dial-in number is allocated by the
service provider that supplies the phone line - as the
call passes through the PBX, the MCU truncates
part of the full number.
This number is configured in the MGC Manager
application. For details on this prefix, ask your
System Administrator or MCG Manager operators.
H.323 Prefix The MCU prefix that is added to the conference
name. This number appears in the conference
e-mail signature that is sent to conference
participants.
This prefix must be the same number that is defined
in the Gatekeeper - the number is defined in the
MGC Manager in the Network Services Properties
dialog box, Gatekeeper tab.
First Number The first phone number in the range of dial-in
numbers that can be allocated by the MCU. These
numbers are added to the Prefix number to compose
the complete number dialed by participants when
connecting to the MCU. For example if you enter
1000, and the prefix is 97865, the first dial in number
in the range is 978651000.
Last Number The last phone number in the range of dial-in
numbers that can be allocated by the MCU. These
numbers are added to the Prefix number to compose
the complete number dialed by participants when
connecting to the MCU. For example if you enter
9999, and the prefix is 97865, the last dial in number
in the range is 978659999.
Table 2-1: MCU Properties Fields
Field Description

Chapter 2 - Installation and Configuration
2-12
5. In order to work with firewalls, the MCU listening port can be
selected. The default listening port is 5001. The Internet Assigned
Numbers Authority (IANA) assigned a new port number (1205) to the
MGC Unit (Polycom MCU). If you have problems connecting to the
MCU with port 5001, click the Advanced button to select the new port
number.
6. In the Port Number list, select 1205.
7. Click OK to confirm and add the MCU to the MCUs list.
Order The order in which the MCUs are selected to handle
a new conference when two or more MCUs are
connected. When a new conference is started, the
system tries to establish it on the MCU numbered
as 1. For more information, see the MGC Web
Server Manager User’s Guide.
If Personal Scheduler is installed as part of the
Polycom WebCommander package, the
WebCommander server requirements must also be
met.
Table 2-1: MCU Properties Fields
Field Description