Create a profile

Before you can schedule any meetings, you must create a MeetingPlace profile. (Once your profile is created, you can use it for scheduling all future meetings.)

• Log in to https://e-conferencing.illinois.edu/profile/ and provide:
• Your NetID
• Your department
• Your unit or group name
• Your University account ID (CFOP)

  What's a CFOP?

  The Banner CFOP is the account number CITES will use to charge the fees for your teleconferences. A CFOP normally takes the form 1-123456-123456-123456.

If you have any problems creating a profile, contact the CITES Help Desk for assistance.

Once you have a profile, you can use the Outlook plugin to schedule meetings.

Installing the Outlook plugin

Before you begin

• You must have administrator rights on your workstation/computer.
• You must exit all Microsoft Office programs, including Microsoft Outlook and Office Communicator 2005.
• Please note where files downloaded from the Internet are stored on your workstation.

Installation procedure

1. Use the following URL to download the MeetingPlace for Outlook Installer: (Download should be automatic.)
   https://meetingplace.cites.illinois.edu/mpweb/mpoutlook/setup.exe
   
2. Once the download is complete, browse to setup.exe.
3. To verify this is the correct setup file, right click on the file and scroll to Properties, choose the version tab and make sure it reads Cisco Meeting Place for Outlook. Don't worry about the version number.
4. Double-click on setup.exe.
5. In the Cisco Unified Meeting Place for Outlook dialog box, click OK to start the installation.
6. After the installation, click OK in the dialog box stating that the installation is complete.
7. You may now restart Microsoft Outlook and Office Communicator.

Future updates...

When an update is available for this plug-in, you will be notified when connecting to Meeting Place through Outlook scheduling. Follow the simple directions to update your Outlook.

Scheduling with the Outlook plugin

Scheduling overview

1. Create an appointment in your Outlook calendar.

2. Invite others via the Scheduling tab.

3. Select the MeetingPlace tab and click Make this a MeetingPlace meeting. The Date, Time, and Meeting Name will automatically populate from the Appointment tab.

4. Enter a Meeting ID and Number of Callers.

5. Choose a Meeting Template:

• Collaborative Template (Default): Choose this template if you want an open forum-style meeting where all participants can share documents.
• Presentation Template: Choose this template if you want a more controlled meeting environment for the Moderator.
• Webinar Template: Choose this template if you want a lecture-style type meeting.

6. Specify other meeting features, such as Meeting Password and Entry/Departure announcements under the Advanced Settings tab within the MeetingPlace tab.

7. Verify all information, then click Send.

To insert attachments with your meeting notification:

1. Click Insert from the Outlook toolbar.

2. Browse your computer to find the document you want to attach.This attaches the document to your meeting invitation, not to your meeting. For information on how to attach a document to the meeting, view the Web Scheduling Quick Reference Card.

To reschedule a meeting:

1. Open the Appointment in your calendar

2. Change the meeting details as needed

3. When finished, click Send Update or Save & Close

To cancel a meeting:

1. Locate the Appointment in your calendar

2. Right-click and select Delete.

3. Select Send Cancellation & Delete Meeting then click OK.

The meeting will be deleted and a cancel notification will be sent to invitees.

Recurring meetings

To schedule a recurring meeting:

1. Follow the steps above.

2. Frequency: Choose a recurrence pattern (Daily, Weekly, Bi-weekly, Monthly by Date, Monthly by Day of Week, Weekdays).

3. Occurences: Enter the number of times you wish this meeting to occur.

To change an occurrence in a recurring meeting chain:

1. Open the Appointment you want to change

2. Choose Open this Occurrence

3. Click the MeetingPlace tab

4. Click the Meeting Settings tab, then make changes to the Number of Callers, Date or Time for that occurrence

5. When finished, click Send Update or Save & Close

To view a list of your recurring meetings:

1. Open the Appointment in your calendar

2. Select Open Series.

3. Click on the MeetingPlace tab.

Scroll down to see a list of all meetings in this recurrence pattern.

Printable reference card

You can print the two-page Outlook Quick Reference card for future use.