Polycom ReadiManagerSE200 Quick start guide

Polycom ReadiManager SE200
Outlook Scheduling Guide
Version 1.0.1
August 2006
PN: DOC2129B

Polycom ReadiManager SE200 Outlook Scheduling Guide
Copyright
© 2006 Polycom, Inc. All rights reserved.
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Trademark Information
Polycom®, the Polycom logo design, ViaVideo®, ViewStation®, and SoundStation® are
registered trademarks; ReadiManager™ SE200, Global Management System™, PathNavigator™,
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The accompanying product is protected by one or more U.S. and foreign patents and patents
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See Polycom End User License Agreement
Note: Polycom believes that this document is accurate as of the date of its issuance. Polycom
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document. Polycom does not warrant that the information contained in this document will meet
your particular requirements or the requirements of any particular installation.

iii
Contents
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Documentation Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Finding Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
1Setting up Microsoft Outlook for Use with ReadiManager
Installing the ReadiManager Plug-in for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–1
Setting up a ReadiManager Conference Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3
Uninstalling the Outlook Plug-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–7
Checking the Version of the Outlook Plug-in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–8
Updating Your ReadiManager Logon Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–8
2Scheduling ReadiManager Conferences
The Video Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–1
The Conferences Resource Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–2
Scheduling a Video Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–3
Adding an External Participant to a Video Conference . . . . . . . . . . . . . . . . . . . . . . . . . 2–6
Creating Recurring Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–7
Changing How Participants Dial or Are Dialed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–8
Specifying the Type of Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–9
Changing a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10
Deleting a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–11
Using Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–11
Selecting a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–12
Specifying Dial Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–12
Forcing MCU Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–13
Setting the Video Mode for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–13
Setting the Connection Speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–14
Using People + Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–14
Using T.120 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–15
Chair Person Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–15

Polycom ReadiManager SE200 Outlook Scheduling Guide
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v
About This Guide
This document, the Polycom ReadiManager SE200 Outlook Scheduling Guide,
describes how to create video conferences through Microsoft Outlook with
Polycom ReadiManager.
Documentation Resources
In addition to this guide, the available documentation that describes the
Polycom ReadiManager SE200 system includes:
•Polycom ReadiManager SE200 Getting Started Guide
•Polycom ReadiManager SE200 Operator’s Guide
•Polycom ReadiManager SE200 Administrator’s Guide
•Polycom ReadiManager SE200 Web Scheduling Guide
•Polycom ReadiManager SE200 Upgrade Guide
Finding Help
Online help is available throughout ReadiManager. To access the online help,
click the question mark in the upper-right corner of the ReadiManager SE200
screen.

Polycom ReadiManager SE200 Outlook Scheduling Guide
vi
To display the Table of Contents, Index, and Search toolbar, click the TOC
button at the top of the Help screen.
You can download PDF files of the documentation from online help. From any
Help screen, click the PDF link.

1–1
1
Setting up Microsoft Outlook for
Use with ReadiManager
This chapter describes how to install the ReadiManager Microsoft Outlook
plug-in.
Installing the ReadiManager Plug-in for Outlook
The ReadiManager plug-in for Outlook is available on the ReadiManager
server. Contact your Polycom Administrator for the ReadiManager server
address. To install the Outlook plug-in, you must have Microsoft Outlook 200,
SR1 or Outlook 2003, SP2.
To download the ReadiManager Outlook plug-in
1 Log on to the ReadiManager application.
2 When the My Conferences screen appears, click Downloads.
3 Click the link for the Polycom ReadiManager Outlook Plug-in.
4 Save the plug-in installation file on your computer.
To install the ReadiManager plug-in for Outlook
1 Make sure Microsoft Outlook is closed.
2 Double-click the plug-in installation file to start the installation.
3 Follow the on-screen instructions. See your ReadiManager Administrator
or IT Administrator for the required information.

Polycom ReadiManager SE200 Outlook Scheduling Guide
1–2
Figure 1-1 Setup User Information Window
Figure 1-2 Setup Server Information Window
4 After installation is complete, open Microsoft Outlook. A new Video
menu appears. For more information, see “The Video Menu” on page 2-1.

Setting up Microsoft Outlook for Use with ReadiManager
1–3
Setting up a ReadiManager Conference Calendar
To schedule ReadiManager conferences, you must associate a ReadiManager
form with your Outlook Calendar.
To add ReadiManager conferences to your existing calendar
1 From the Folder List pane, right-click the Calendar icon, , and select
Properties.
2 On the General tab, in the When posting to this folder, use drop-down
list, select ReadiManagerMeeting.
3ClickOK to close the Calendar Properties dialog box.
Alternatively, you can schedule video conferences on a separate calendar. If
you do, when you send conference invitations to participants, a message from
Microsoft Outlook displays indicating that it cannot tally responses for you.
This message appears because responses to meeting requests can only be
tallied on the main Outlook Calendar.
To create a separate ReadiManager conference calendar
1 From the File menu, choose New > Folder to create a new folder.
2 In the Folder Contains drop-down list, select Calendar Items.
3 In the Name field, enter a new calendar name and click OK.
Figure 1-3 Create New Folder Window

Polycom ReadiManager SE200 Outlook Scheduling Guide
1–4
4 From the Tools menu, select Forms > Choose Forms.
Figure 1-4 Choose Form Dialog Box
5 In the Look In drop-down list, select User Template in File System and
click Browse.