Deployment Guide

Avaya Video Conferencing Manager Deployment Guide 76
Scheduling Conferences in Microsoft Outlook
If you integrated Microsoft Exchange Server, Microsoft Outlook users in your organization can use a
Microsoft Outlook meeting request to schedule conferences.
Meetings scheduled in Microsoft Outlook with managed audio or video systems appear as scheduled calls
in Avaya Video Conferencing Manager on the Events page. The icon appears in the Type column on
the Events page to indicate an event that is scheduled from Microsoft Outlook. Calls scheduled through
Avaya Video Conferencing Manager also appear as events in Microsoft Outlook, thus preventing double
booking.
When you schedule an upgrade or template comparison for a managed device in Avaya Video
Conferencing Manager, that information is shared with Microsoft Outlook and the device becomes
unavailable for scheduling other events.
If none of the devices that the meeting organizer invites to the call is capable of hosting the call, Avaya
Video Conferencing Manager automatically adds an available MCU to the schedule and includes the
device in the email confirmation that it sends to the meeting organizer.
Cascading MCUs are not available through Microsoft Outlook. If a meeting organizer in Microsoft Outlook
includes more participating devices than the host device can connect to, or selects more than one MCU to
participate in a call, Avaya Video Conferencing Manager automatically includes only one MCU and makes
the selection based on the MCU affinity of the participating devices, if assigned, or the MCU with the
greatest number of ports. You can modify a meeting scheduled in Avaya Video Conferencing Manager
from Microsoft Outlook to include cascading MCUs only from the Avaya Video Conferencing Manager
Schedule Call dialog box.
By default, Avaya Video Conferencing Manager automatically places a call scheduled through Microsoft
Outlook. If a call fails, Avaya Video Conferencing Manager sends an error email to the meeting organizer
indicating that the call failed to launch. To enable the meeting organizer to convert the call to one that is
placed manually by the participants, you must enable the feature described in Specifying a Preferred
Method of Participation.
NOTE Changes made in Avaya Video Conferencing Manager (such as change of
MCU, bandwidth, or type of call) to a meeting scheduled through Microsoft
Outlook are overwritten by a meeting update that is subsequently sent from
Microsoft Outlook.