Using MiCollab Microsoft Outlook Plugin from Outlook

The MiCollab Microsoft Outlook plugin provides  MiCollab Audio, Web, and Video Conferencing features that enable users to set up and manage conferences from Microsoft Outlook. The following sections describe how  conferencing tasks are performed using this plugin.

Scheduling a One-Time Conference

Perform the following steps to schedule a one-time conference:

  1. Open Outlook and schedule a one-time conference using any of the following options:

  1. Add list of attendees and enter subject, location, date, and time. The duration of the meeting must not exceed 24 hours.

NOTE: The MiCollab Microsoft Outlook plugin for Audio, Web and Video meeting invites does not contain the option for setting custom messages, but only a default message for the user to send across to the participants as an invite.

 NOTE: Changes made in MiCollab Audio, Web, and Video Conference end-user portal do not reflect in the Outlook meeting.

 NOTE: To configure MiCollab Meeting Center on 6800 and 6900 series desk phones, in the location field enter the meeting URL of the Conference created.

  1. To change the conference parameters, click Meeting Settings from the Outlook ribbon. A dialog box opens. Update the parameters and click Apply or OK to save the changes.

     NOTE: Meeting settings are specific to MiCollab Audio, Web and Video conference and are set as default for all new MiCollab Audio, Web and Video meetings. For MiCollab Audio, Web and Video meetings that are already created, a bulk parameter change is not possible.

  2. Click Send.

 NOTE: MiCollab Microsoft Outlook Plugin does not support billing codes (Department and Project code) during conference creation.

 

 NOTE: Whenever you create a one-time conference using the MiCollab Microsoft Outlook plugin, the system will automatically add an additional 15 minutes to the End time of the meeting. This will be displayed in the meeting duration value in the end-user portal. For example, if you create a meeting for 30 minutes, then end-user portal will display the meeting duration as 45 minutes.

 

Scheduling a Recurring Conference

Perform the following steps to schedule a recurring conference:

  1. Open Outlook and schedule a recurring conference using any of the following options:

  1. Add list of attendees and enter subject, location, date, and time. The duration of the meeting must not exceed 24 hours.

     NOTE: Changes made in MiCollab Audio, Web and Video Conference end-user portal do not reflect in the Outlook meeting.

     NOTE: To configure MiCollab Meeting Center on 6800 and 6900 series desk phones, in the location field enter the meeting URL of the Conference created.

  1. Click Recurrence. Select Appointment time and Recurrence Pattern. Daily, weekly, and monthly recurrence patterns are supported. In the range of recurrence, a pattern with no end date is not supported.

     NOTE: The Audio, Web and Video Conferencing meeting recurrence range is configured by the administrator in the MiCollab Audio, Web and Video Conference Server Manager Portal. An Outlook meeting that has a duration outside this range is not supported. An error message is displayed if the user attempts to create such a meeting.
    In the range of recurrence option in Outlook, all options except Start Date are ignored by the MiCollab Microsoft Outlook.

  2. To change the conference parameters, click Meeting Settings from the Outlook ribbon. A dialog box opens. Update the parameters and click Apply or OK to save the changes.

  3. Click Send.

 NOTE: MiCollab Microsoft Outlook Plugin does not support billing codes (Department and Project code) during conference creation.

Creating a Meeting using a reservation-less conference

 NOTE: This option is available only if there are already one or more active reservation-less conferences created through the end-user portal.

Perform the following steps to create a meeting using an existing reservation-less MiCollab Audio, Web and Video Conference:

  1. Click Home > MiCollab Meeting from the Outlook ribbon. Standing Meeting option is displayed with a list of reservation-less conferences.

  2. Expand Standing Meeting.
    A list of active reservation-less conferences created through the end-user portal are displayed.

  3. Select one of the reservation-less conferences from the list. The Outlook Meeting window opens.

  4. For One-time conference, select the Date and the Time. The duration of the conference must not exceed 24 hours.

  5.  For recurring conference, set the Recurrence Pattern.

  6. Add list of attendees.

  7. Click Send.

 NOTE: To view a newly created meeting in the MiCollab Microsoft Outlook plugin, you must either restart Microsoft Outlook or login again to the Outlook plugin using Account Settings.

Joining a Meeting

 To join a conference:

 

 NOTE: Join Meeting allows you to join the conference through MiCollab Web Client.

 

Modifying or Deleting a Conference

To modify or to delete a scheduled conference, open the conference from the Outlook calendar and edit or delete the meeting. The changes made are reflected in the Audio, Web, and Video Conference.

 NOTE: MiCollab Audio, Web, and Video Conference user delegation feature will not work with the MiCollab Microsoft Outlook plugin.