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.