TANDBERG V 11.8 User's Manual
Contents
1. Motes Change the appearance of notes Note Options contacts Under Preferences select the Calendar Options button Calendar work week Mma Mti Vo Mto IV fr M l M s First day of week mandag Start time 08 00 x First week of year First 4 day week 7 End time 17 00 Calendar options I Show week numbers in the Date Navigator fo IV Allow attendees to propose new times for meetings you organize Use this response when you propose new meeting times Tentative 7 Background color X Planner Options Add Holidays I Use selected background color on all calendars Advanced options s 7 Enable alternate calendar English 7 Gregorian z Options F when sending meeting requests over the Internet use iCalendar Format Free Busy Options Resource Scheduling Time Zone cea Select the Resource Scheduling button 31 Resource Scheduling Xj Processing meeting reguests Use these options if you are responsible for coordinating resources such as conference rooms Sutomatically decline conflicting meeting requests 4utomatically decline recurring meeting requests You must give users permission to view and edit this calendar if you Set Permissions Cancel want these options to work offline Tick off the Automatically accept meeting request and process cancellations and press OK If you are asked2. f Show number of unread items Show total number of items When posting to this Folder use Meeting W Automatically generate Microsoft Exchange views Folder Size Clear Offline items cet a _ Under the General page select Forms from the scroll down menu next to When posting to this folder use In the pop up window select Organizational Forms Library from the scroll down menu at the top under Look in and double click on the posted form called Meeting if you used the naming convention proposed in the installation guide 33 Choose Form a xi Look In sitet AAE Last Modified Meeting 08 11 z004 1312 113645 Display name Meeting Ale name Description i a Custom Form For scheduling video conferences using Adyanced lt lt TANDBERG Management Suite TMS Contact Version 9 1 Message class IPM Appointment videoconference Booking meetings with Videoconferencing rooms Booking your videoconference meeting can now be done in the same way as an ordinary meeting room resource booking in Outlook When adding vide oconferece systems to the meeting these can be found in the VideoConfer ence Rooms address book It is recommended to add each videoconference system as Resource to the meeting Select all the videoconference systems and users you want to participate in your meeting Select Attendees and Resources xj
3. 3 Read this first on After you have added the TMS systems to Exchange you must login TMS Id Display Name 18 david bruun lie utrolig lang og beskr at each room in Outlook and confi gure 17 Therese Engen SONYPCS1 the room to automatically accept 15 SONYPCS1 14 Christopher parmo Enable Autobooking 13 egil osthus Configure Calendar Rights and Sinks 10 oystein grimstad co Reconfigure Accounts from TMS tela oll NOR Unhide From Exchange Address Lists 3 z jad h K i Hide From Exchange Address Lists nee isabeth Knutsen ve TMS followed by the numeric 2 ole andreas heen Remove nd mail aliases Enable Sinks Disable Sinks Test Sinks Book All Meetings in TMS calendars in the Exchange store Add to Exchange Remove from Exchange Start Synchronizer Advanced Mailbos store for new mailboxes First Storage Group extra store z No TMS notifications received Enable Autobooking When creating the user accounts representing the video conference systems the Exchange Integration Configuration tool will try to set all the accounts to automatically accept meeting requests This is required in order to be able to book them as resources However in some Exchange environments the tool may not be able to set this parameter for many reasons If this should happen an indication in the response message received after clicking the Add to Exchange button will be given for the account in
4. you will be asked for an account that has TMS site adnan rights and local windows admin rights on TMS server want the installer to automatically createconfigure the account have created a specific account want to use Please note that this account must have its e mail address in TMS synced with the e mail address of the tris service user in the domain of the Exchange server Cancel Installshield The Exchange server needs to be able to Enter the IP address or host name of the TMS server and the user name reach port 80 HTTP or port 443 HTTPS on and password to an account that has at least local computer admin rights the TMS server in case of firewall issues on the TMS server and Site administrator rights in TMS HTTPS can now be used between the servers If this is enabled a trusted root certificate needs to installed on both servers TMS Integration with Microsoft Exchange Server THS Server Connection Please enter the IP address or host name for the TMS server Please enter the username and password for the TMS server The account must have admin rights for both the THS server Itself and for TMS User Name QATHM SS administrator Back Hest gt Cancel Users in your organization that 3 The Exchange Integration will create 2 security groups in the domain Press should have access to booking of the Next button to accept the default values suggested by the installation videocon
5. Exchange Server Welcome to the InstallShield Wizard for THS Integration with Microsoft Exchange Server The InstallShield A Wizard will upgrade TMS Integration with Microsoft Exchange Server on your computer To continue click Next Cancel Read and accept the License Agreement TMS Integration with Microsoft Exchange Server License Agreement Please read the following license agreement carefully Press the PAGE DOWN kep to see the rest of the By clicking I agree or es or by installing copying or otherwise using the software program of TANDBERG andor its affillates TANDBERG of of its Licensors provided hereunder Software fou Licensee agree to be bound by the terms of this Shrinkwrap License Agreement Agreement fou do not agree to the terns of this Agreement do nat Install or use the Software and return it and all related documentation Documentation to Your place of purchase within ten 10 days for a full refund TANDBERG or tts licensors owns all intellectual property rights including patent copyright trade secret trademark and other proprietary rights in and to the Software and Documentation four rights are limited to those expressly granted in this Agreement This Agreement grants You a perpetual nontransterable and non exclusive license to use solely for Your internal business purposes the Documentation and object code version of the Software for up to the number of licenses users
6. Type Mame or Select From List Show Mames From the alobal Address List Name Business Phone Office Title 2Consultant 3Consultant 475 FHabitsChampion Abdikadir Said Technic Account manager Accounting Clerk Accounting Clerk_1 Accounting Clerk_ Accounts Payable carl Henrik Aaby Nicolai Graidum Egil sthus Optional gt Resources gt HURRICANE FOOSBALL Advanced w By adding videoconference rooms as Resource Outlook will try to book the meeting directly in the calendar of the videoconference system be fore the meeting invitation is sent to the meeting participants By adding 34 them in the same way as regular participants Required you will get the confirm reject message per email later Under the Attendee Availability folder of your meeting request you will see the free busy overview of all the participants in your meeting including the videoconference systems This will assist you locating a suitable time for your meeting Project leader meeting Meeting send ch O 0 Gy Recurrence EA Cancel Invitation 4 X 44 g File Edit View Insert Format Tools Actions Help Appointment TANDBERG Scheduling Zoom 100 Day view 7 14 juni 2007 15 juni 2007 15 00 16 00 08 00 09 00 10 00 11 00 12 00 13 00 14 00 15 00 16 00 08 00 09 00 Al Attendees C lin GS EG es ee E SQ CarlHenrikAaby a E Nicolai Gr dum EG Eal sthus lO
7. applications transactions andor CPUs as applicable to the particular Software all as ordered and paid for by You and identified in the invoice for the Software under the terms and conditions set forth herein You may install the Software in the country in which four order for the Software is placed on a single Do you accept all the terme of the preceding License Agre ect Mo the setup will e5 e To install TMS Integration with Microsoft Exchange Server you must accept this agreement InstallShield Select the destination folder where Setup will install the files Click Next to accept the suggested path or Browse to change the path T S Integration with Microsoft Exchange Server Choose Destination Location Select folder where setup will install files Setup will install TMS Integration with Microsatt Exchange Server in the following folder To install to this folder click Next To install to a different folder click Browse and select another folder Destination Folder E Program Files TANDBERGST MSE xchange InstallShield If choosing an existing TMS account this account needs to be configured for Exchange booking capabilities Go into the Users tab of TMS of the particular user and set Exchange Integration Service Account to Yes Edit User Username First Mame Last Mame Email Address TMS Servicezimtms lab Language Exchange Integration Yes service Ac
8. both to disable logging and control the amount of events that are logged All values are stored in the HKEY LOCAL MACHINE SOFTWARE Tandberg TANDBERG Management Suite Exchange Integration hive All values in this hive are strings REG_SZ To specify the log directory set the destination path in the string Log directory The actual logging is controlled by two different values for each component i ogLevel and LogMode Add the values LogLevel lt component gt and LogMode lt component gt where lt component gt can be CalendarSink Synchronizer Confer enceAPI ConfigureResources SetupApp TMSExchangeSetup or InboxSink The Loglevel value is used for controlling the amount of events that are logged for a particular component and LogMode is used to determine if the Exchange Integration will log to file or OutputDebugString Use the freely downloadable DebugView http www microsoft com technet sysinternals Miscellaneous De bugView mspx from Sysinternals to view output to OutputDebugstring To control the LogLevel the following data is valid for the LogLevel values vane O meaning ooo o Eros anano 0a O E g LogLevel ConferenceAPI 1023 will turn on full logging for the Confer enceAPI component To control the LogMode the following data is valid for the LogMode values vane meaning Log to file Defaul Log to OutputDebugstring Log size and rotation To prevent the logs from getting too big ta
9. clicked on the Browse AD button you can specify which Organizational groups to a different Active Directory Unit to use or create a new Organizational Unit Container organizational unit through Active Directory Users and Computers l TMS Integration with Microsoft Exchange Server x is not supported E THS Server Conng LDAP Browser a E LDAP 77D Ces DCm DC ab x CN Users amp OU TMS Integration mee OU Support OU tms ex in the Active Add New nquished name rere IF you want Cancel Selected Fath LOAF 0U 5Support 0U TMS Integration D C es 0C tms D C ab installshield 11 Confirm the settings defined in the installation process and select Next to start copying files TMS Integration with Microsoft Exchange Server Start Copying Files Review settings before copying files Setup has enough information to start copying the program files If ou want to review or change any settings click Back If you are satished with the settings click Mest to begin copying files Current Settings Installation destination C Frogram Filess TANDBERG TMSEschanges Groups to be created Video Conference Admins Video Conference Users Active Director Container CN Lsers Store First Storage Group Mailbos Store TM5S E21 Settings User Mame gatme9 administrator TMS Serverhttp gqatms9 Other settings Address List Video Conference Rooms Cancel Installs tel l i The ins
10. hrca Tn as Ee C FOOSBALL Click here to add a name 7 gt _ Options Meeting start time Ito 14 06 2007 x 11 30 x lt lt AutoPick Next gt gt Meeting end time to 14 06 2007 gt 12 30 x E susy Z Tentative Wl Out of office N No Information Once you add a videoconference system as a resource in your meeting you will notice that your meeting request now has been expanded to include a TANDBERG tab Under this tab you will be presented with more detailed infor mation about the videoconference Here you will also be allowed to set some additional parameters for your videoconference as well as inviting external par ticipants send ch O Wa By O Recurrence EA Cancel Invitation 4 X 5 6 File Edit View Insert Format Tools Actions Help Appointment TANDBERG Scheduling v 91 Quality Defaut External Participants Notes Telephone gt 47 98228178 Discuss recent development Picture Mode Defa Reservation Type Defa Secure Conference Defa meee fe a Web Conference jw Billing Code 0 Password p Delete Selected Add External Restrict ISDN J The following parameters and functions are available from the TANDBERG folder of you meeting request Quality Defines the quality of the videoconference call i e the requested bandwidth If set to Default the default bandwidth defined in TMS will be used Picture Mode
11. question You can then try to choose this option to en able the autobooking feature If this does not work you need to manually set this parameter for each account by logging into the mailboxes through Outlook To do this you need to log 29 on as each user representing the different videoconferencing system using user names and passwords created by the above mentioned tool See section Manually set accounts to accept meeting requests for instructions on how to do this Configure Calendar Rights and Sinks This option re registers the calendar sinks making sure that the sinks run prop erly Reconfigure Accounts from TMS This fetches updated data from TMS for the selected accounts This is particu larly useful when systems change name or numbers in TMS If this happens selecting this option will update the account information in Exchange with the recent data Please note that it will take some time before the new account data in Outlook is updated Unhide Hide from Exchange Address List This option lets you hide unhide the accounts systems from the Exchange ad dress list E g if you need to make the accounts unavailable from booking for a period of time from Exchange but still want to keep the bookings from TMS up to date with the Exchange bookings when the systems are un hided again Remove Does the same as the Remove from Exchange button removes the account from Exchange Enable Disable sinks Enabl
12. systems do not require any licenses from Exchange Exchange licenses are tied up against the number of Outlook installations access ing the Exchange server So accessing lots of different user accounts through your Outlook client still only uses 1 license The tool will automatically fetch information about all videoconference systems from TMS and present them on the left hand side of the screen Accounts iden tified by the Integration Tool as already integrated with TMS will be listed in the right hand column When a system is imported into Exchange it might take several hours before the account is propagated and available for booking through the Active Director or Exchange resource forest Highlight each of the TMS systems from the left hand column that you wish to integrate with Exchange and click the Add to Exchange button 23 Associate TMS Systems with AD Accounts Current System 1 of 2 Selected Action Create an 4D Account for This System 14 Christopher parma Previous Hest f Use an Existing AD Account Please Select an Account Below h THS Integration H tms ex2 Users Create the Remaining A0 Accounts in Thie Folder Cancel Eontinye A window will pop up for account configuration You can decide for each system if you want the tool to create the accounts for you or if you want to associate the systems with an existing account Let tool create accounts By selecting the
13. the provided Videoconference form 2 Create Exchange User representations for each system registered in TMS 3 Start Synchronizer to import existing TMS booking entries for videoconference systems Publish the provided Videoconference Form A custom appointment form that adds support for videoconference meetings is provided as part of the release from TANDBERG It is recommended to place this form under Organizational Forms Library in order to be made available for all the Exchange end users in your network If an Organizational Forms Library already exists on your Exchange server this one can be used make sure permissions are set as described in the following chapter If not one has to be created before importing the custom form Please see www microsoft com exchange for more information about Microsoft Exchange Creating Organization Forms Library Be sure you are logged in with full Exchange administrator rights Go to Ad ministrative Groups and then select the group containing the Exchange Server on which you just installed the Exchange Integration component Normally this would be Administrative Groups First Administrative Group Select Folders followed by Public Folder Right click on Public Folder and select View System Folders Folders may reside on root level if the Exchange System Manger is not configured to show administrative groups While viewing the System Folders right click o
14. 8 0 Exchange Integration Component can use the 9 0 version of the custom form and vice versa The group permisssions used on the calendars are not compatible with the Windows 2000 mixed domain level You need to raise the domain level to Windows 2000 Native or higher If you have to support NT4 servers and need Windows 2000 mixed domain functional level you have to apply your own set of permissions on the resource calendars by logging on to each mailbox using Microsoft Outlook Technical Description Both TMS and Exchange have their own database for booking information For Exchange the database contains resource availability based on free busy information for resource accounts This information is stored in Exchange mail boxes and public folders TMS knows the resource availability based on its SQL Server database That means that there are two different systems that are separate but must show the same resource availability Two Exchange terms are important in the Exchange Integration sinks and syn chronization A sink is a Microsoft concept in Exchange where the sink is a hook which allows another process to be ran when calendar data is written This is used for intercepting meeting reservations in Exchange making sure that the meeting is validated and stored in TMS before the meeting is stored in Exchange A result from a sink is either true or false so if true is returned the meeting is booked in Exchange as
15. Create an AD account for This System the tool will auto create the needed account and mailbox for the system with all the required permissions and properties The tool will then ask you the default password to use for this account This is only asked once as all auto created accounts will get the same password 24 Associate TMS Systems with AD Accounts Current System 1 of 2 Selected Action Create an 4D Account for This System 14 Christopher parma Previous Next B ex_tms lab h THS Integration 3 tms ex2 ey Egil sthus GPFOST est GPFOST est 11 7 Nicolai es Gr dum 2 Nicolai Gradurn gt STTest User i TS F Use an Existing AD Account ex tms lab Users Create the Remaining AD Accounts in This Folder Cancel Eontinye In the AD browser select the OU where you want the account to be created If accounts should be created for all systems selected in the same OU press the Create the Remaining accounts in this folder button For each system that you Enable a user account with the name tms system id is created e g from the previous picture the following users are created tms 6 tms 7 tms 8 etc The number listed in front of the system name in the Integration Tool is the System ID from TMS for that system Use existing accounts By selecting Use an existing AD account you need to specify an existing mail box account that will be associate
16. Defines the screen layout for multipoint conferences Options are Enhanced CP Continuous Presence Voice Switched and Default If set to Default the default value defined in TMS will be used Reservation Type The reservation type parameter indicates what kind of reservation this is The 35 default value is configured in TMS Setting this parameter to Automatic call launch will cause the video conference to be set up automatically when the meeting is due Setting launch type to Manual Call launch requires an end user to confirm the call setup from each of the endpoints before the call is initi ated Billing code This field allows you to enter the billing code which shall be used for the book ing If a billing code is set meeting participants need to enter this code before joining the meeting Password This field allows you to assign a password to the conference Participants call ing in to the conference will have to enter this password to be able to join the conference Include Web Conference This enables a web or data conference to be booked with the meeting If set to Yes the meeting will only be booked if a web conference reservation be in cluded If set to If possible the meeting will try to include a web conference but will be booked even if a web conference reservation could not be done Includ ing a web conference gives a link in the invitation e mail where the part
17. Installation and Usage TANDBERG TANDBERG Microsoft Exchange Integration eescesscososoooososssosoooosocooosossoosoooososossoosoooosocsooocososeosoosooossoosooooooooosoot o D13562 Rev 12 This document is not to be reproduced in whole or in part without permission in writing from TANDBERG rr www TANDBERG com TANDBERG offers an optional component to fully integrate the TANDBERG Management Suite TMS with Microsoft Exchange and Outlook This integration gives the users the ability to schedule vide oconferences book meeting rooms and invite participants using their Microsoft Outlook client The videoconferencing systems are registered as resources in Ex change allowing end users to view their availability when making the booking Cy Functional overview The integration requires a software component to be installed on the Microsoft Exchange server Note that there is no need to update any of the Microsoft Outlook clients In a front end back end server scenario the integration should be installed on a back end server Please see www microsoft com for more information about Microsoft Exchange TANDBERG TABLE OF CONTENTS Server Requirements 3 Supported Clients 3 TMS requirements 3 Limitations 3 Technical Description 4 Installation 6 Uninstallation 15 Upgrading 16 Post installation setup 18 Making a booking using Outlook 33 koraan A Troubleshoot 38 Appendix B Logging 39 Server Req
18. Library It is recommended only to give one single end user the owner permission preferably an administrator and use this user for publish ing the form Users who shall have availability to the form need Read permis sions granted to the Organizational Forms Library This is done by right clicking on the created folder select Properties In the pop up window select the Permissions page English Properties General Replication Limit Exchange General E mail Addresses Exchange Advanced Details Permissions Member or Specify the users Who can access this public folder Specity the permissions an the public folder mee object stored in the Active Directory Ss PONS Specify the users and groups who can a administer this public folder OF Cancel Apply Help Click on the Client Permission button to change and review permissions for the Organizational Forms Library 19 Client Permissions Name Role Nicolal exdey Gr Owner Add Nicolai es Gradu Owner ANONYMOUS Reviewer Remove Nicolai Gr dum Owner NT User TMS L4 Owner Eroperties Permissions Roles Owner W Create items M Folder owner W Read items D Folder contact W Create subfolders M Folder Visible Edit items Delete items None None C Own C Own fe All fe Al Cancel Help Note that the permission level must be owner in order to publish into the
19. about setting default permissions when click ing OK then do so Even if you want to change the permissions later Customize Calendar permissions If you would like to customize the calendar permissions you can right click on the calendar folder icon in the Folder List pane and click Properties In the Calendar Properties page that pops up switch to the Permissions tab page Authors can book and edit delete their own bookings Editors can book and edit delete all bookings You have now completed the second step out of 3 of the post installation Process Import existing TMS booking entries for videocon ference systems In the previously mentioned tool TANDBERG has included a feature to import existing bookings in TMS into the calendar representations of the videoconfer encing systems in Exchange It is therefore recommended that you Enable all your TMS systems in Ex change before doing this operation When later adding new systems to TMS it is recommended to enable them in Exchange before you start using them from TMS The operation is simply done by pressing the Reactivate Synchronizer button on the Exchange Integration Configuration tool Enable users for booking of videoconference sys tems To be able to book videoconference systems as resources users must be members of either the Video Conference Users or the Video Conference Ad mins groups created in part 8 of the Installati
20. anged here and not through AD Users and Computers so that the Integration stored set tings are updated as well as Active Directory Change log path Defines the log path of the integration Please note that the tms service ac count needs to have write privileges to this directory Asynchronous meeting request This controls the behaviour when booking the accounts in Exchange that are integrated with TMS as Required or Optional attendees in meeting invites When set to Always Decline Asynchronous Requests the default meeting re quests are only processed if the account is booked as a resource for the meet ing In this mode the meeting organizer is told immediately if the resources can be booked before the meeting is allowed to be saved and invites are sent to other participants If the accounts can not be booked no meeting is saved and no invites are sent Invites that put the account as a Required or Optional Attendee are rejected and no invites are sent When set to Always process asynchronous requests meetings will be proc essed even if the account is in the Required or Optional Attendee fields but the meeting will be saved and invites sent by the meeting organizer before the meeting can be verified to be scheduled by TMS This allows organizers to use any of the invite fields when setting up a meeting but allows the meeting to be saved and invitations sent to participants even
21. ave previ ously been scheduling the room or system through Exchange but without tying it into TMS scheduling If for organizational permissions reasons a user can not have both Domain Administrator and Exchange Administrator permissions TANDBERG can pro vide an alternate method which allows a Domain Administrator to create and configure or modify existing AD users and mailboxes before using the Integra tion Tool An Exchange Administrator must still complete the process using the Integration Tool The recommended way is to automate the process using the Integration tool by running the tool with a user with both Domain and Exchange Administrator permissions Please contact TANDBERG Technical Support for details on how to have a Domain Administrator setup accounts using an alter nate method if required Domain and Exchange Administrator permissions will still be required to access all functionality shown in the Integration Tool The account and mailbox created by the Integration Tool should not be modi fied in anyway by the administrator The exception to this is the administrator 22 may modify the Display Name of the account The configuration tool can be found on the Exchange server on which the TANDBERG Exchange Integration component was installed Click Start menu Programs gt TANDBERG gt TANDBERG Microsoft Exchange Integration Configuration Make sure you are logged in with a user that has both Domain A
22. count Also make sure that the account is a member of a group that has the Book on behalf of option set under the Misc paragraph in the Groups header in TMS If the installer creates the account this configuration will be completed automatically The installer will create a service account with a mailbox on the Exchange server Select which store on the Exchange server you would like to use from the scroll down menu and click Next TMS Integration with Microsoft Exchange Server Exchange Mailbox Store The installer will create a service account with a mailbox on this Exchange server Please select which store you want to use for the new mailbox Back Henst gt Cancel Installshield The Exchange integration uses credentials from an account that is defined in this step Either let the installer create this user for you or if you need more control of the user choose an existing TMS account TMS Integration with Microsoft Exchange Server THS Server Connection The integration needs to have the credentials of a TMS user that has booking access to the systems you want to make available to the Exchange users You can choose to make the installer create this user on the TMS server or you can Use an already existing user The user must be flagged as a Exchange integration user in TMS and must have the book on behalt of right If you choose to make the installer create this user on the TMS server
23. d with the Videoconferencing system This option is used when you already have a resource account you previously have been scheduling in Exchange that represents the TMS system and have not been using TMS Scheduling This allows you to migrate from your Exchange only model to a Exchange TMS implementation This setting is also used if are using the alternate account creation method because you are not a Domain Administrator 25 Associate TMS Systems with AD Accounts Current System 1 of 2 Selected Action Create an AD Account for This System 14 Christopher parma Previous Next E ex_tms_lab E THS Integration i exl admin h Support 2 testman testmang z testmanG TMS 10 TMS 13 TMS 14 E Im3 ex2 H Users f Use an Existing AD Account exim lab ThS Integration 7 hMS 9 Ereate the Remaining A0 Accounts m Thie Folder Cancel Eontinye Use the AD browser to select the account you to be associated with the sys tem Review selections After accounts have been created specified for all systems selected a window will display your choices Please Yerify your Selection s TMS Id TMS Display Name 15 SONYPCS1 Create in CN Users DC ex DC tms DC lab l Engen Therese CN SUPPORT_388945a0 CN U sers DC ex DC tms DC lab Edit Cancel If the information is correct press OK or if alterations are needed press the Edit button If one or more of the systems imported were as
24. dministrator and Exchange Administrator rights on this Exchange Server to properly run the Integration Tool If the TANDBERG Microsoft Exchange Integration Configuration is return ing errors when starting it right after installation it should be shut down and you should wait for at least one hour before starting it up again This might be necessary for the changes in the Active Directory and Exchange to propagate in the network TANDBERG Microsoft Exchange Integration Configuration qatms9 Systems in TMS 10 Exchange enabled TMS Systems 3 Read this first are After you have added the TMS A 18 david bruun lie 17 utrolig lang og beskr Z mo fapte pliner aie 17 Therese Engen 15 SONYPCS1 the room to automatically accept 1 5 SO N YPCS1 3 Elisabeth Knutsen meeting requests 14 Christopher parmo 13 egil osthus 10 oystein grimstad co 9 jorgen ryland F System08033 NOR 3 Elisabeth Knutsen The systems will have TMS followed by the numeric 2 ole andreas heen id as login names and mail aliases When you have configured all TMS systems in Exchange you must start the synchronizer which will replicate all bookings in TMS to the corresponding calendars in the Exchange store Remove from Exchange Start Synchronizer Advanced Mailbox store for new mailboxes First Storage Group extra store gt No TMS nobifications mosned The user accounts created in Exchange representing the videoconfer encing
25. e Activate permissions to the TANDBERG COM package TMSConfUser e Must have access to login to TMS e Needs to be a member that has Book on behalf of permissions in TMS e Must have Exchange Integration Service Account set to Yes VC mailboxes e Normal mailbox users Video Conference Users e Gives users of this group read book permission to change and delete their own meetings Video Conference Admins e Gives users of this group permission to change and delete all meetings 14 Uninstallation Run setup exe again to uninstall the TMS Exchange Integration component from the Exchange Server or use Add Remove programs from the Control Panel of the server If you tick of the checkbox before you click the Next button the uninstallation script will also remove the security groups the service user and all resource accounts with mailboxes on the server If you leave it unchecked only the inte gration program will be uninstalled and the resources will be hidden from the address books until you reinstall the TMS Exchange Integration InstallShield Wizard Uninstallation Options Tou can leave the Active Directory security groups the service user and all resource ST accounts with mailboxes on the server by leaving the checkbox below unchecked Do so if you plan to reinstall or upgrade at a later time our settings will alsa be stored E Delete settings security groups the serice us
26. eges only Alternatively the installer can use a pre defined account on the TMS server Assigns the tmsconfuser a special Exchange Integration Account permission in TMS e Creates some registry values among others an encrypted representation of the password of the TMS server user e Creates 2 Security Groups One for users who can book and one for admins who can access other people s bookings in resource calendars Logging TANDEBERG log files are available at the installation directory of the integra 4 tion These log files include nearly all of the program activities but the main ones of interest are e Installation e Account Creation e Syncronizer Logs e Calendar Sink Microsoft log files can be accessed through Event View under Adminis trative Tools Installation Before you start installing the TMS Exchange Integration component on the Exchange server make sure you are logged in as a user that has the following permissions 3 ls a Domain Administrator for the local domain ls a Local Machine Administrator 3 Is an Exchange Administrator You will also need a set of user credentials that is Is an Site Administrator in TMS ls an Administrator of the Windows Server TMS runs on Close all other applications running on the server Download the TMS Exchange Integration software package to the server or insert the CD ROM into your CD ROM drive and start the installation pro
27. er and all resources created by the installation tool If You leave the checkbox unchecked the resources will be hidden from all Exchange Address books They will automatically be made visible if you reinstall at a later time installed Le Besl cereal 15 Upgrading Upgrading from a previous version of the TANDBERG Exchange Integration should be considered done during non office hours as the integration will not be able to detect changes from the Outlook clients when it s not running The upgrade will ask for a reboot but this is not required The impact of opt ing to not reboot is that one file will be marked for deleteion when the server reboots Other than that not rebooting will not impact the functionality of the product lf upgrade during non office hours in not an option it should be pondered to shut down the mailboxes representing the systems to alert users that changes are not possible during the update To upgrade start the setup file as normal The setup will then start to uninstall the current version of the integration During the un installation the option to keep the existing settings and mailboxes are presented InstallShield Wizard Uninstallation Options You can leave the Active Directory security groups the service user and all resource accounts with mailboxes on the server by leaving the checkbox below unchecked Do so if you plan to reinstall or upgrade at a late
28. es disables the sinks used to notify TMS about a booking in Exchange When disabling the sinks no check or booking is done on the TMS server and the booking will only be done in Exchange Test sinks This tests if the sinks calling the booking facilities in TMS works This is done by doing a booking in the past and verifies the TMS replies with an exception informing that the bookings can not be done in the past Use this to verify that sinks are up and running Book all meetings in TMS By selecting this option all meetings in the calendar of the particular system are checked against TMS If one or more meetings are not booked in TMS the tool will book them in TMS This function is typically used when an already existing resource in Exchange is updated with video support This requires meetings in Exchange to be copied to TMS as well so TMS will be updated with correct availability information Manually set accounts to accept meeting requests If the Integration Tool is not able to enable Auto Booking for an account you will receive a message stating so when enabling the system In these cases you must manually enable auto booking Follow the instructions in this section to enable auto booking for each system that was not ena bled automatically If no systems failed to enable auto booking you can skip this section It is recommended to add a new profile and set Logon Network Security to None when logging on as another u
29. ete Contact Version Properties Message class Properties Click Browse and browse to the network path of the Exchange Server The file is located where the Exchange Integration component was installed If you have admin rights to the exchange server and the default path was not changed during installation this would be lt exchange server name gt C Program Files TANDBERG TMSExchange vid eo Conference Form videoconference oft You can then publish the form as normal Create Exchange User representations for each sys tem registered in TMS Each videoconferencing system that is to be bookable from Exchange Outlook needs a representation in Exchange This representation is done by adding a User in Exchange for each of the videoconferencing systems The user representation for these systems must be set up in a particular man ner and in order to simplify this process TANDBERG provides a tool to assist in the creation of these users Running the Integration tool requires the user have both Domain Administrator and Exchange Administrator permissions This is due to requirements that when configuring Exchange accounts to work with TMS both Active Directory and mailbox properties must be modified The Integration Tool automates the process of creating new Exchange accounts to represent TMS systems as well as updating an existing Exchange resource account be associated to a TMS system The latter is useful if you h
30. ferences using Exchange wizard They will reat main local gr l Outlook should be granted access to an ey pe EE do CA O groups the first group while admins should be TMS Integration with Microsoft Exchange Server granted access to the second group Active Directory Groups The installer will create 2 security groups in the domain Press Next if you want to use the default names All members of thie group will have access to change delete ther own meetings Video Conference Users All members of this group will have access to changedelete all meetings Video Conference Admins Cancel 10 The next page allows you to put all the TMS Exchange integration users and groups in a separate container in Active Directory If you want to put them under an Organizational Unit or create a new Organizational Unit click on the Browse AD button Otherwise click on the Next button TMS Integration with Microsoft Exchange Server THS Server Connection The video conference resources need to be stored together in a container in the Active Directory The path to this container is represented below by its LDAP distinguished name DH IF pou press nest you will leave them in the default container for users Users IF you want to put them under an Organizational Unit OU click the Browse button Location CH LUsers Installshield lt Back Nest gt Cancel Post install moving of the users and If you
31. gram setup exe for the TMS Exchange Integration The installer will search for an already installed version of the TMS Exchange Integration component If one is present the installer will start the uninstall wizard After the uninstallation the setup needs to be launched again to start installation of the new version See section Upgrading for further information about upgrading The installation of the TMS Exchange component may require the instal lation of the additional Windows components Windows component up date A list of the components will be shown and installed automatically A reboot of the server might be required after the installation 1 Not Necessary if using previously created tmsconfuser account you just need the username password of the existing account to be used At this stage a picture might display a list of the components that need to be installed before the installation of the TMS Exchange Integration can continue These components will be automatically installed The TANDBERG installer will prepare the installation wizard InstallShield Wizard Preparing to Install TMS Integration with Microsoft Exchange Server Setup is preparing the InstallShield Wizard which wall guide you through the program setup process Please wat Checking Operating System Version DAM A welcome window will appear on the screen Press the Next button TMS Integration with Microsoft
32. icipants can share desktop screens in addition to the video conference Secure Conference Enables secure conferences by encrypting the videoconference call Restrict ISDN Allows you to specify if the conference should call restrict 56kbps or not Display Option to Extend Meeting Allows you to specify if the conference master should be presented with the option to extend the meeting using the quick keys on his remote control Add External By pressing the Add External button a pop up window will allow you to add external dial in or dial out participants For Dial Out participants i e participant that will be dialled up by TMS enter the phone number they are reachable at and specify what kind of equipment that shall be used Options here are Video ISDN Video IP Telephone IP Telephone 3G or SIP Press the Add button when done entering informa tion about a participant For Dial In participants select the Dial In folder in the pop up window and en ter a reference name for the participant Also select the kind of equipment that will be used when calling in Options are the same as for Dial Out Press the Add button when done entering information about a participant Resources will be set aside for these participants to dial into the videoconference You can also delete selected dial in or dial out participants by selecting them and pressing the Delete Selection butt
33. if the meeting is not successfully booked by TMS due to availability resource conflicts etc It is strongly encouraged to retain the default setting of Always Decline Asynchronous Requests because sending invites and saving meetings before the meeting is validated leads to end user confusion and complex 28 ity when multiple updates are sent or they may not realize the meeting was not successfully booked However if support for Microsoft Outlook Web Access is needed this needs to be enabled since Web Access does not support calendar sinks Rebuild TMS server connection This is used to re configure the TMS connection This might be needed if the TMS server has changed IP address or if you want to use another user ac count in TMS to book the meetings Change FROM address for outgoing e mails Some mail servers require that the outgoing e mail addresses are valid e mail accounts to send the mail Use this to configure the display name and e mail account that is used as a sender when sending e mails to the booker if some thing goes wrong with the booking Advanced Usage By selecting a system exported to Exchange and right click on the mouse a popup window will appear to control that mailbox system This menu provides many diagnostic tools used to detect or repair possible problems with a sys tem TANDBERG Microsoft Exchange Integration Configuration qatms9 Systems in TMS 10 Exchange enabled TMS Systems
34. ight cor ner If the text No TMS Notification received is displayed the e mail address is incorrectly configured The tms service account must not have a group policy restricting the Log on as a batch job privilege If there is such a policy the following behaviour can be seen It works well right after installation but after an undetermined amount of time based on Group Policy timings errors like 7 The configured identity is incorrect can be seen in the configuration tool logs when you start the configuration tool and in the Event Log The error will temporarily go away if you reset the password but only until the Group Policy is reapplied The only solution is to make sure the Group Policy doesn t remove this privilege 13 Permissions needed by the Exchange integration This section describes the permissions needed by the accounts that are re quired for the Exchange integration The information explains the permissions required for each account to give an administrator an overview of the security model of the integration TMS service This user is created as a local administrator on the Exchange server because it needs permissions such as e Log on as a Batch job e Log on as a service e Write permissions to the TANDBERG Key in the registry e Read permissions from the TANDBERG Key in the registry e Write permissions to log files e Read permissions to log files and the integration components
35. king up too much disc space the user can control the maximum size and rotation of the logs This is done globally so all logs share the same rotation and sizing rules The Log Size value is used to control size The log size is a string where the max imum size of log files is set in bytes E g Log Size data can be set to 10485760 for 10MB log files This is the default value The rotating works as follows When the log of a particular component increases over the max size the log will be renamed with a bak extension Then a new log will be created with the same name E g the ConferenceAPI log will be renamed to ConferenceAPI bak when the size limit is met If a ConferenceAPI bak file already exists this will be deleted first After this a new log with the name ConferenceAPI log will be created 39
36. library Publish Custom Form Once the Organizational Forms Library is in place the Custom Form provided by TANDBERG can be placed here As this has to be done from an Outlook cli ent you need to log on to the mailbox of a user with owner permissions to the Organizational Forms Library permission levels set as described above On the PC where Outlook is running open the videoconference oft file pro vided by TANDBERG The file is located where the Exchange Integration component was installed If you have admin rights to the exchange server and the default path was not changed during installation this would be lt exchange server name gt C Program Files TANDBERG TMSExchange vid eo Conference Form videoconference oft Copy the file to a diskette or CD ROM or use a network store to run it on the PC where Outlook is running Opening this file will cause the following screen to appear To publish the form select Tools gt Forms gt Publish Forms as as shown in the picture 20 ipl Save and Close lt j Recurrence Invite Attendees 4 X gt 3 gt File Edit View Insert Format Tools Actions Help Appointment TANDBERG Sched F Spelling rel Research Subject gy check Names Location Label O None i Address Book Ctrl Shift B Start time to 14 06 2007 Choose Form End time to 14 06 2007 Customize Design a Form M Wd Publi
37. mails to the TMS Service User in the Exchange domain This will cause a delay in the synchronization process from TMS to Exchange Please contact your e mail administrator to verify that the SMTP server specified in TMS is configured to deliver e mails to the Exchange do main 2 Advanced Configuration The Advanced Button allows you to change the password for the tms service account created in Active Directory You can also change the log path define e mail options for outgoing e mails rebuild the TMS server connection and select options for Asynchronous meeting requests configure TMS integration with MS Exchange Change password for tris service Rebuild TMS server connection User name jaar MS9streconfuserl Password pest TMS server Jaatmsa Secure connection Revert Apply Change From address for outgoing e mails New password Confirm new password Apply Change log path le Program Files TANDBERGSTMSExchange Apply Asynchronous meeting requests Always process asynchronous requests This will Display name override the calendar permissions Always decline asynchronous requests Respond f with an explanation of the resource booking method E mail address Apply Change password for tms service Used to set a new password for the tms service account used by the syn cronizer This account is created during installation This must be ch
38. meetings are slow to be updated make sure that there is no firewall that blocks e mail from the TMS server to the Exchange server When a meeting is booked in TMS and e mail is sent to the TMS service account of the Exchange Integration trigging the synchronizer to start If a firewall blocks this mail the meeting will only be imported by the synchronizer in to Exchange Outlook when the synchronizer is ran because the 5 minute interval If a firewall is not blocking the e mail check anti virus software running In some cases anti virus software will block e mail sent to the TMS service account To verify that the mail is received by the TMS service account check the mail store of that account when a booking is being made If no mail is received the synchronizer will not be triggered Error messages of bookings in the past from TMS When making a booking on the Exchange server where the dateformat on the Exchange server is different than the UTC format you might get some strange booking errors like You can not book a conference in the past when trying to book a meeting in Outlook If this happens verify that the registry key HKEY_USERS Default Control Panel International sShortDate is set to the dateformat DD MM YYYY format From TMS 11 8 and upwards TMS should give a better error message in such a case 38 Appendix B Logging To control the logging of TANDBERG Exchange Integration the registry is used This is used
39. n EFORMS Registry and select New gt Organizational Form File Action View Window Help l x e m ale Second TMS Organization Exchange Details Content Find Status Replication H E Global Settings Folder Name i Recipients Ca English 30 05 2006 13 45 A Administrative Groups f DRS Exchange Administrative Group FYDIBC t g First Administrative Group H Servers H E Routing Groups Folders Public Folders New Organizational Form All Tasks View gt New Window From Here ay scheme Refresh H 0 StoreEs y StoreEs _ Help E Creates a new Organizational Form object l A property page for the new Organizational Form library will be displayed Fill in a suitable name and optional description of the Organizational Forms Library Choose English USA as E forms language If a Forms Library has already been created with E forms language English USA the form must be pub lished in this library 18 Properties General Replication Limits Details Hame Path NON_IPM_SUETREE EFORMS REGISTRY Public folder description ca E form language English UK Cancel Apply Help Press OK to save Organizational Forms Library In order to publish the Videoconference form in the Organizational Forms Li brary an Outlook user needs to be granted owner permissions to the Organi zational Forms
40. on Notes The Notes field is a message area where you can insert additional comments on the video booking This information will be stored along with the meeting booking on the TMS server If the booked videosystems are linked up with a contact person who receives emails when a system is booked the person will also get this message Send Exchange meeting invitation When you are done entering all the needed information into your meeting re quest press the Send button on the meeting invitation Exchange will now contact the TMS server and try to book the requested videoconference system at the given time If the booking is successful a pop up window will be dis 36 played Resources Booked aN The resources For the meeting were successfully booked Please do not show me this dialog again When the meeting is successfully booked the meeting will be saved into your calendar and invites will be sent to the meeting participants Additionally the meeting organizer will receive an email detailing the connection details for the scheduled meeting If the meeting is not able to be booked the meeting will not be saved no invites will be sent and the meeting organizer will receive an email detailing why the meeting could not be booked The meeting organizer can make changes to the meeting and try to book the meeting again by clicking the send button after making changes If Asynchronous Requests are enabled b
41. on chapter Users that are not members of either group will not see the video conference systems in their address book and will not be able to book them by manually typing the names of the systems wither 1 These are default names and can be changed during installation 32 Making a booking using Activating the VideoConference Form Outlook Before an end user can customize the bookings using the videoconferencing form each user must have the new Videoconference form activated on their Outlook client If the custom form is not to be used the form does not need to be activated You can change the default form in Outlook by making changes to the Microsoft Windows Registry The registry settings specify which forms are substituted for the default Outlook forms An Exchange administrator can change this registry entry for all users using login scripts For additional information please refer to HOW TO CHANGE THE DEFAULT OUTLOOK FORMS at Outlook Exchange See http www outlookexchange com articles Santhosh outlookforms asp The form can also be activated manually by each individual user from their Outlook client Right click the Calendar icon on the user s Outlook and select Properties Calendar Properties Administration Forms Permissions Synchronization General Home Page Auboarchive Fur Calendar Type Folder containing Calendar Items Location Carl Henrik Aaby Description
42. r time Your settings will algo be stored E Delete settings security groups the service user and all resources created by the installation tool IF You leave the checkbox unchecked the resources will be hidden from all Exchange Address books They will automatically be made visible if you reinstall at a later time stall tel Beck J iNet To keep the existing settings leave the checkbox unchecked This keeps your settings and configurations After the un installation is finished the following screen is shown 16 InstallShield Wizard Uninstallatian Finished The TMS Integration with Microsoft Exchange Server has been uninstalled Click Finish to exit the wizard Status Successtul uningtallatian y j D ee install el coca To install the new version start the setup file again If opting to keep the set tings you will notice that some of the screens shown in the installer when first installing the product will not be shown as the information is already present from the previous installation When the installation is finished make sure to launch the TANDBERG Mi crosoft Integration Configuration tool and start the Syncronizer by click ing the Start Synchronizer button 17 Post installation setup Once the TMS Exchange Integration component is installed on the Exchange server three important steps need to be done in order to make the installation complete 1 Publish
43. ser Setting Logon Network Security to 30 None implies that Outlook will not use your NT logon information when Out look is opened but will prompt you for username and password This way you only need to restart Outlook to change to a different user instead of logging completely off your PC These steps may vary in other Microsoft Outlook ver sions To change Network Logon Security in Outlook 2003 right click on your Outlook icon and select Properties Click on the Show Profiles button and select the Exchange profile you are using Click on Properties for this profile and then select Properties again for the Microsoft Exchange Server Under the Advanced folder you will find a field called Logon Network Security Set this parameter to NTLM Kerberos which is called None in Outlook 2000 and click OK on all the pop up windows In Outlook select Tools gt Options Preferences mail Setup Mail Format spelling Security Other Delegates E mail Change the appearance of messages and the way they are handled i E mail Options Calendar ad Customize the appearance of the Calendar W Default reminder jis minutes Calendar Options Taks A Change the appearance of tasks Reminder time 08 00 Task Options PE Change default settings For contact and journal Conkack Qptions Journal Options
44. sh Form Tl Reminder fis minutes ha Show time as fi Busy Publish Form As KA v Contacts Categories Private A screen for publishing the form will then pop up Look In Organizational Forms Library Browse ez EE Display name Meeting Form name videoconference Cancel Message class IPM Appointment videoconference It is important that the fields are filled in exactly as described below case sen sitive Look in select Organizational Forms Library Display name enter Meeting Form name enter VideoConference Form Name is case sensitive and must be entered exactly as described above Press Publish when done You have now completed step 1 out of 3 of the post installation process Problems with Outlook 2003 SP2 and SP3 In some cases Outlook 2003 with SP2 installed will not show the form This is described in knowledge base article 907985 http support microsoft com de fault aspx scid kb en us 907985 To publish the form choose File gt New gt Choose Form from the File menu of Outlook Select User Templates in File System from the Look In dropdown box 21 Choose Form x Browse z ji D Documents and Settings carl aaby Application Data Microsoft Templates oft Last Modified Size Bytes Look In RESS iva ea EEn Display name Open Fle name Description Advanced lt lt Del
45. sociated with existing accounts you are asked if existing bookings for this account in Exchange should be booked in TMS as well 26 Please Yerify your Selection s TMS Id TMS Display Name 15 SONYPCS1 Create in CN Users 0C ex DC tms DC lab 17 Engen Therese CN SUPPORT_388945a0 CN U sers DC ex DC tms DC lab Book meetings in TMS Do you want existing meetings in the calendars to be booked in TMS Edt Cancel Click Yes to update TMS with the calendar information from the associated systems The configuration tool will now start to import systems from TMS create ac counts and mailboxes if needed and set up the associations Please Wait Please wait while the application creates and configures the necessary accounts and maiboses in Active Director and Exchange System Engen Therese Operation Configuring User Overall Progress Please note that this process can take several minutes depending on the number of systems you are importing After importing the system will then be moved over to the column Exchange enabled TMS Systems The message No TMS notifications received indicates that the Exchange Integration component has not received any events from the TMS serv er This is normal if no bookings have been performed in TMS since the installation of the Exchange component completed If this message is still present after usage of TMS this indicates that the TMS server can not send e
46. taller will now start to copy files and perform necessary operations TMS Integration with Microsoft Exchange Server Setup Status TMS Integration with Microsoft Exchange Server i configuring pour new software installation Computing space requirements InstallShield Cancel 12 13 Click FINISH to complete the installation TMS Integration with Microsoft Exchange Server Installation Finished InstallShield Wizard Complete Click Finish to exit the wizard Status Successful installation instal Se ERE CE S Notes about the Exchange installation In order to perform supervise and synchronize all the bookings between Ex change an TMS the installation of the Exchange component causes 2 user ac counts to be created In the domain where the exchange server resides a user tms service is cre ated if choosing to let the installer create the user On the user database of the TMS server a user account tmsconfuser is created or if opting for using an existing user the AD user specified will be added to the TMS database If you want to change the email address of either of these accounts make sure that they both have the same mail address This address needs to be a legal ad dress that can receive e mail To verify this make a booking in TMS and open the Configuration Tool of the Exchange Integration The Configuration Tool will report the time of the last notification of a TMS booking in the bottom r
47. uirements _ Server OS Windows 2000 Server SP3 with Internet Explorer V5 5 or later Windows 2003 Server with Internet Explorer V6 0 or later Exchange Server Microsoft Exchange 2000 with Microsoft Exchange service pack 3 Microsoft Exchange 2003 plain service pack 1 or service pack 2 Exchange System Manager must be installed CO 0 Supported Clients Outlook Microsoft Outlook 2000 Microsoft Outlook 2002 Microsoft Outlook 2003 Microsoft Outlook 2007 Microsoft Outlook Web Access TMS requirements TMS TMS V 9 for limited functionality to get full functionality TMS V 11 7 or later is required Limitations Only one Exchange server can connect to TMS per Active Directory domain If there are multiple domains that are integrated with the same or different TMS server s in one forest it is recommended to hide the resources between the domains TMS will not correctly build a call route if the resources in a single meeting are split between the different domains All resource accounts representing Videoconference systems in one TMS Ex change Integration must have mailboxes on the same Exchange server This server cannot use Exchange Clustering but the server can work as a link be tween a clustered Exchange solution and the TMS server The Resources will however be accessible to all users in the same Exchange organisation Different versions of a custom form in one Exchange Organization is not sup ported by Microsoft However the
48. well If it is false an e mail is sent to the requester describing why the meeting could not be booked on the TMS server and the meeting booking is aborted A synchronizer is used to sync the data between the TMS server and Ex change Meetings that are booked in TMS will be duplicated in the Exchange database by the synchronizer This syncronizer is run every 5 minutes making sure that meetings created in TMS are also copied to Exchange In addition each time a meeting is booked in TMS an e mail is sent to the TMS service account The TMS Service mailbox has a sink installed that triggers the syn cronizer when it receives e mails Impacts on the Exchange server In order for the Exchange Integration to function the installer must make some changes to the Exchange environment and server The following changes are made by the installer e Creates a Windows service for the synchronizer to run as runs as LocalSystem e Creates a tms service account in the current Windows domain Uses a strong password can be changed via Configuration Tool e Creates mailbox for the tms service account and configures the required settings and sinks e Adds 6 role restricted COM components These run as tms service e Creates an address book in Exchange that will automatically list all TMS integrated rooms Can be safely removed e Creates a new local Windows user account named tmsconfuser on the TMS Server Normal Windows User privil
49. y the administrator the meeting will proceed as if it were successfully booked but you may still get a re jection email afterwards when the meeting is actually processed Changing or editing an existing meeting Meetings booked using MS Exchange can easily be changed later Using your Outlook calendar you can open up the meeting representation in your calendar and do whatever changes you want to the meeting for example adding or re moving participants changing the time date etc When done with your changes simply press the Send Update button to update the calendar entries of all the participants in Exchange and update the videoconference booking in TMS The meeting can also be changed from TMS Scheduler or TMS Booking If you log in to TMS and select My Meetings under the Booking folder you will see a representation of your meeting booked from Exchange You can edit this meet ing like any other of your meeting in TMS Any changes to it will be correlated into the Exchange representation of this meeting and all the systems involved This way TMS and Exchange will remain in synchronization all the time For more information about booking meetings using Exchange please refer to www microsoft com It may take a couple of minutes before Exchange is updated with changes done to meetings from TMS The other way round happens immediately 37 Appendix A Troubleshoot Slow update of meetings from TMS to Exchange lf
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