instant scheduler for microsoft outlook... · instant scheduler for microsoft® outlook® is a...

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Instant Scheduler for Microsoft Outlook 1. Overview ..................................................................................................................... 2

2. Supported Platforms ................................................................................................. 2

3. Requirements ............................................................................................................. 2

4. User Assumptions ..................................................................................................... 2 4.1 User Assumptions ........................................................................................................................ 2 4.2 Branding ....................................................................................................................................... 3

5. User Experience......................................................................................................... 3 5.1 Download Screens ....................................................................................................................... 3 5.2 Outlook Toolbar Changes ............................................................................................................ 5 5.3 Setting User Preferences ............................................................................................................. 5 5.4 Scheduling Meeting Times (Appointments) ................................................................................. 7 5.5 Start / Join Instant Meeting Audio .............................................................................................. 12 5.6 Start / Join Instant Net Conference ............................................................................................ 14 5.7 Web Moderator .......................................................................................................................... 16 5.8 Add Instant Meeting Audio ......................................................................................................... 17 5.9 Add Instant Net Conference ....................................................................................................... 18 5.10 Modify Instant Meeting Audio .................................................................................................... 20 5.11 Modify Instant Net Conference ................................................................................................. 23 5.12 Remove Instant Meeting Audio ................................................................................................. 25 5.13 Remove Instant Net Conference ............................................................................................... 26 5.14 Reminder Functionality Integration ........................................................................................... 27 5.15 About Screen ............................................................................................................................ 28

user guide: conferencing

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1. Overview Instant Scheduler for Microsoft® Outlook® is a Microsoft Outlook plug-in that gives Instant Meeting Conference Leaders the ability to create Microsoft Outlook appointments for Instant Meeting audio conference calls and Instant Net Conferences. Once an appointment has been created, a URL address is established for leaders to send to participants. The URL address will direct participants to a website where they will be prompted to enter their name and phone number. This enables the conference bridge to perform a dial back to the participant. Conference details will be provided once the participant information has been entered.

2. Supported Platforms • Microsoft Windows® 2000 w/SP4

– Microsoft .NET Framework 2.0 – Microsoft Outlook XP (2002)

• Microsoft Windows XP w/SP2 – Microsoft .NET Framework 2.0 – Microsoft Outlook XP (2002), Microsoft Outlook 2003, or Microsoft Outlook 2007

• Microsoft Windows Vista™ – Microsoft .NET Framework 2.0 – Microsoft Outlook 2007

3. Requirements • One of the Supported Platforms • Instant Meeting Subscription • Instant Net Conference subscription

4. User Assumptions 4.1 User Assumptions As the user, you will be required to enter the following information into a preferences screen of the Outlook Plug-in for full functionality: • User Name • User’s Phone Numbers (possible call back numbers)

You will need your Manage My Meetings login credentials for the import functionality.

To manually add a new Instant Meeting Audio, you will need the following information: • Meeting Title (User defined) • Meeting Country Code • Meeting Dial To Number • Meeting Passcode • Leader Passcode (optional)

To manually add a new Instant Net Conference, you will need the following information: • Meeting Title (User defined) • Meeting Number • Meeting Type • Meeting Passcode • Presenter Passcode (optional)

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4.2 Branding Both Branded (Verizon Conferencing) and Unbranded (MyMeetings) versions of the plug-in will be available.

5. User Experience 5.1 Download Screens E-Meetings website (http://e-meetings.verizonbusiness.com) The Instant Scheduler is available on the E-Meetings homepage under the “Leader Tools” drop-down menu.

Note: “Manage My Meetings” login information is needed to access the download page.

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5.1.2 New Download Page When the Instant Scheduler for Microsoft Outlook is selected from the e-meetings website, the following screen will be generated. Read through the system requirements. If your computer meets the system requirements, you may add a check in the box and agree to the terms and conditions for downloading the plug-in, then click on the “Download” button.

To read the instructions prior to downloading the plug-in, click on the “Instructions” button to display the following screen. Once you feel comfortable with the instructions and process, click on the “Download” button to start downloading the Instant Scheduler plug-in.

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5.2 Outlook Toolbar Changes After installing the Outlook Plug-in, a new button-menu will be displayed on the toolbar.

From this button-menu, you will be able to perform the following actions: • Schedule a meeting • Manage your meetings • Set your preferences • View the “About” screen

5.3 Setting User Preferences When the application is first installed, there are no preferences set. Click on the My Meetings/Verizon Conferencing menu, and the following menu will appear with all the buttons disabled except for the Preferences, Import, and About buttons.

Click on the “Preferences” button to access the “Preferences” screen. Preferences can also be modified at any time, by clicking the “Preferences” button.

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Once in the “Preferences” screen, you will be able to set values for the following fields: • My Name: This name will be sent to the back-end systems when the leader is called back to join

an instant meeting conference. This name can be picked up by the Web Moderator and other call control tools.

• Work 1: A space where the user can place their work number (or any other “Dial to Number”) to be able to be used for call back purposes.

• Work 2: A space where the user can place a second work number (or any other “Dial to Number”) to be able to be used for call back purposes.

• Home: A space where the user can place their home number (or any other “Dial to Number”) to be able to be used for call back purposes.

• Mobile: A space where the user can place their mobile number (or any other “Dial to Number”) to be able to be used for call back purposes.

• Country: The user has to select the country from the drop-down list for the “Dial to Number.” • By selecting the “Default” radio button, the corresponding “Dial to Number” will be selected by

default in all other screens. • Login: The Manage My Meetings login ID. • Password: The Manage My Meetings password.

• Upon clicking , the data entered is validated. The user must enter a value for the “My Name” field and at least one phone number and the login and Password fields for the data to be valid. If valid, preferences are saved and all the meetings associated with the login are imported. Preferences screen is closed. If not valid, you will be prompted to enter a value for the “My Name” field and/or “Dial to Number” fields or Login/Password fields.

• Upon clicking on , the changes will be cancelled and the screen will be closed.

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5.4 Scheduling Meeting Times (Appointments) Appointments can be scheduled from the “Schedule Meeting” menu under the Verizon Conferencing toolbar button.

The following “Schedule Meeting” screen will be displayed.

You will be able to perform the following:

Select Meeting Type. This list box has “Instant Meeting Audio,” “Instant Net Conference,” and “Both Audio and Net”. Select one of these values.

Instant Meeting Audio. Here all the instant meeting audio subscriptions with leader passcodes are displayed. Select a subscription.

Instant Net Conference. Here all the instant net conferences will be displayed. Select one conference.

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When clicking on the button, an appointment will open and be pre-populated with the selected Instant Meeting Audio and Instant Net Conference details in the body of the appointment. You can then use the “Scheduling” tab (a default Outlook capability) to add contacts to your meeting. Once you click on “Save and Close.” an e-mail with the conference details will be sent to all parties which have been added to the appointment in the “Scheduling” tab.

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The body of the e-mail will read as follows: Click on the following link to join the Audio Conference: http://wbbc.mci.com/wbbcClick2Join/servlet/WBBCClick2Join?cc=1&ph=517-600-9070&pc=2805427&customHeader=emeetings Click on the following link to join the NET Conference: http://e-meetings.mci.com/nc/join.php?i=747993398&p=&t=c Instant Meeting Details -------------------------- If you are unable to join with the above link, please dial in using one of the Dial To numbers below: USA Toll Number: +1-517-600-9070

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USA Toll Free Number: 866-717-3436 VNET Number: 857-2284 Participant Passcode: 2805427 Instant Net Conference Details ---------------------------------- Meeting Number: 747993398 Meeting Passcode: Meeting Host: George Washington Join Instructions for Instant Net Conference: 1. Join the meeting now: http://e-meetings.mci.com/nc/join.php?i=747993398&p=&t=c 2. Enter the required fields. 3. Indicate that you have read the Privacy Policy. 4. Click on Proceed.

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The body of the e-mail will read as follows if the meeting has global access numbers: Click on the following link to join the Audio Conference: http://wbbc.mci.com/wbbcClick2Join/servlet/WBBCClick2Join?cc=1&ph=8661231234&pc=123123&customHeader=emeetings Click on the following link to join the Instant Net Conference: http://e-meetings.mci.com/nc/join.php?i=12333&p=111&t=c Instant Meeting Audio Details ---------------------------------------- If you are unable to join with the above link, please dial in using one of the Dial To numbers below: TOLL AUSTRALIA MELBOURN +61-2-8211-1389 AUSTRALIA SYDNEY +61-2-8211-1389 AUSTRIA +43-1-92-89-569 BELGIUM +32- 2-400-6710 CZECH REPUBLIC +420-2-25-98-56-19 BRAZIL +55-2-8211-1389 FINLAND +358-106-33-167 UNITED KINGDOM +44-20-7098-0715 USA +1-203-778-9098 TOLLFREE AUSTRALIA 1-800-009-647 AUSTRIA 0800-999-681 BRAZIL 0800-8911993 CHINA B 10800-120-1192 HONG KONG 800-964-678 USA 866-523-9995 IP Access SIP:[email protected] VNET 399-8767 Passcode: 200804 Instant Net Conference Details ----------------------------------------- Meeting Number: 12333 Meeting Passcode: 111 Meeting Host: George Washington Join Instructions for Instant Net Conference: 1. Join the meeting now: http://e-meetings.mci.com/nc/join.php?i=12333&p=111&t=c 2. Enter the required fields. 3. Indicate that you have read the Privacy Policy. 4. Click on Proceed.

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5.5 Start / Join Instant Meeting Audio Meetings can be started from the “Manage Meetings” screen.

Once in this screen you can select the meeting to start and choose the phone number to be called back from the “Call Me @” list field.

• The button will cause the “My Meetings” screen will be closed. • “Add Meeting”, ‘Modify Meeting”, ‘Remove Meeting” functionality is also available from this screen.

• Upon clicking on , you will be joined into the meeting as a leader. The following screens will be shown:

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If the selected meeting does not have a leader passcode as indicated by the unchecked leader checkbox, the “Join Meeting” button will be displayed, instead of the “Start Meeting” and the “Launch Web Moderator” button will not be displayed.

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5.6 Start / Join Instant Net Conference Instant Net Conferences can be started from the “Manage Meetings” screen.

The “Manage Meetings” screen will be shown with the “Instant Net Conference” tab. Selecting the Instant Net Conference tab displays the Instant Net Conferences. Select the Instant Net Conference to start and click the “Start Meeting” button.

The following screen will be shown. Indicate that you have read and agree with the Privacy Policy by checking the box and click on the “Proceed” button to begin your Net Conference.

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5.7 Web Moderator You can launch the web moderator from the “Manage Meetings” screen by clicking the “Launch Web Moderator” button.

• Once in the “Manage Meetings” screen you can select the meeting for the Web Moderator.

If the selected meeting does not have a leader passcode the “Launch Web Moderator” button will be disabled.

• Upon clicking on the “Launch Web Moderator” button, the web moderator will be launched and you will be logged into the selected meeting.

• The button will cause the “My Meetings” screen to close.

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5.8 Add Instant Meeting Audio You can add meetings from the “Manage Meetings” screen.

Once in the “Manage Meetings” screen, you can select the “Instant Meeting Audio” tab and click on the “Add Meeting” button.

After clicking on the “Add Meeting” button, the following “Add Instant Meeting” screen will be displayed.

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When setting up the meeting you will be asked to enter the following values: • Meeting Title: A meaningful name the user can assign to this particular meeting. • Country: The country for the conference “Dial to Number”. • Dial To Number: A valid phone number which can be used to dial into the meeting. • I am the Leader:

– Checked: Instructs the application to join the user as a leader into the meeting. The leader passcode field will be mandatory. Choose this if this is your meeting.

– Unchecked: Instructs the application to join the user as a participant into the meeting. The leader passcode field will be grayed out. Choose this if you are a participant for some one else’s meeting.

• Leader Passcode: The leader passcode for this meeting. A leader passcode is required if the user wishes to be joined into the meeting as a leader.

• Participant Passcode: The participant passcode for this meeting.

After entering the meeting details you can perform the following actions:

• Upon clicking on , the meeting details will be validated and saved. The “New Meeting” screen will be closed and the “My Meetings” screen will be updated with the meeting details you just added.

• Upon clicking on , the screen will be closed without saving the changes.

5.9 Add Instant Net Conference

You can add meetings from the “Manage Meetings” screen.

Once in the “Manage Meetings” screen, select the “Instant Net Conference” tab and click the “Add Meeting” button.

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After clicking on the “Add Meeting” button, the following “Add Instant Net” screen will be displayed.

When setting up the meeting you will be asked to enter the following values: • Meeting Title: A meaningful name the user can assign to this particular meeting. • Meeting Number: The meeting number of the Instant Net Conference. • Meeting Type: Live Meeting or WebEx. • Presenter Passcode: The presenter passcode for this meeting. This is optional. • Meeting Passcode: The meeting passcode for this meeting.

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5.10 Modify Instant Meeting Audio You can modify a meeting from the “Manage Meetings” screen.

Once in the Manage Meetings screen you can click the “Modify Meeting” button.

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5.10.1 Modifying an Instant Meeting Not Validated

When the user clicks the “Modify Meeting” button, the following “Modify Meeting” screen will be displayed if the meeting is not validated. Not validated meetings are displayed in red italics in the meetings list.

When modifying the meeting you will be able to change the following values: • Meeting Title: A meaningful name the user can assign to this particular meeting. • Country: The country code for the conference “Dial to Number”. • Dial to Number: A valid “Dial to Number” which can be used to dial into the meeting. • I’m the Leader:

– Checked: Instructs the application to join the user as a leader into the meeting. The leader passcode field will be mandatory. Choose this if this is your meeting.

– Unchecked: Instructs the application to join the user as a participant into the meeting. The leader passcode field will be grayed out. Choose this if you are a participant for some one else’s meeting.



In this screen the user can perform the following actions:

• Upon clicking on , the meeting details will be validated and saved. The “Modify Meeting” screen will be closed and the “My Meetings” screen will be updated with the meeting details you just modified.


5.10.2 Modifying a Instant Meeting Audio validated

When you click on the “Modify Meeting” button, the following “Modify Meeting” screen will be displayed if the meeting is validated. The “Dial to Numbers” list displays all the global access numbers for this meeting. The “Dial to Numbers” will be sorted by phone number type, country code and city name.

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When modifying the meeting you will be able to change the following values: • Meeting Title: A meaningful name the user can assign to this particular meeting. • I’m the Leader:

– Checked: Instructs the application to join the user as a leader into the meeting. – Unchecked: Instructs the application to join the user as a participant into the meeting.



In this screen you can perform the following actions:

• Upon clicking on , the meeting details will be validated and saved. The “Modify Meeting” screen will be closed and the “My Meetings” screen will be updated with the meeting details you just modified.


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5.11 Modify Instant Net Conference You can modify a meeting from the “Manage Meetings” screen.

Once in the Manage Meetings screen you can select the “Instant Net Conference” tab, select a meeting and click the “Modify Meeting” button.

When you click on the “Modify Meeting” button, the following “Modify Instant Net” screen will be displayed.

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When setting up the meeting you will be asked to enter the following values: • Meeting Title: A meaningful name the user can assign to this particular meeting. • Meeting Number: The meeting number of the Instant Net Conference. • Meeting Type: Live Meeting or WebEx. • Presenter Passcode: The presenter passcode for this meeting. This is optional. • Meeting Passcode: The meeting passcode for this meeting.




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5.12 Remove Instant Meeting Audio You can remove a meeting from the “Manage Meetings” screen.

Once in the “Manage Meetings” screen, you can click the “Remove Meeting” button.

When you click on the button, the following screen is displayed:

When you click on the “Yes” button, the meeting will be removed from the list. If you click on the “No” button, the meeting will not be removed.

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5.13 Remove Instant Net Conference You can remove a meeting from the “Manage Meeting” screen.

Once in the “Manage Meetings” screen, you can select the “Instant Net Conference” tab, select a meeting and click the “Remove Meeting” button.

Upon clicking on the button, the following screen is displayed:

When you click on the “Yes” button, the meeting will be removed from the list. If you click on the “No” button, the meeting will not be removed.

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5.14 Reminder Functionality Integration Once an appointment is scheduled or accepted, and the appointment becomes due, a new reminder screen will be displayed in addition to the Microsoft Outlook reminder. This functionality is provided only for the appointments scheduled using the Instant Scheduler plug-in and only if the Instant Scheduler plug-in is installed. The following screen will be displayed:

From this screen you will be able to do the following: • Change the “Call Me @” value.

• Click the button to start the meeting.

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• Click the button to dismiss the reminder.

• Click the button to change the reminder time in the list and snooze.

• Click the button to show the details of the appointment as shown below.

If the reminder is for an appointment accepted, the “Start Meeting” button will be “Join Meeting.”

5.15 About Screen

The about screen displays the current version and a message (including links) if any updates are available.

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If an update is available, the following screen will be displayed:

If no updates are available, the following screen will be displayed:

© 2007 Verizon Business, Inc. All Rights Reserved. UG12436 08/07 The Verizon and Verizon Business names and logos and all other names, logos, and slogans identifying Verizon’s products and services are trademarks and service marks or registered trademarks and service marks of Verizon Trademark Services LLC or its affiliates in the United States and/or other countries. Microsoft, Outlook, Windows, and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners.

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