Scheduling a Meeting

Meetings in the Microsoft Office Live Meeting 2007 client are much like conventional meetings held in a conference room. With the Conferencing Add-in for Outlook, you can schedule a meeting that uses the Microsoft Office Live Meeting 2007 client in just as you schedule a meeting where the participants gather in a conference room.

You can also convert a previously scheduled Office Outlook appointment to be held in the Live Meeting client instead. When you do this, you can also add meeting participants, define participants as attendees or presenters, and set meeting options, just as when you create a meeting by using the Conferencing Add-in for Microsoft Office Outlook.

Delegates can also schedule a Live Meeting or a conference call on behalf of their manager. For more information on delegation, see the, Allow someone else to manage your mail and calendar help topic. Delegate support is available only in Office Communications Server 2007 R2.

ShowTo create a meeting invitation by using Office Communications Server 2007 R2

  1. To create a meeting invitation, do one of the following:
    • On the Conferencing menu, select Schedule a Live Meeting, Office Communications Server.
    • On the Outlook toolbar, select Schedule a Live Meeting, Office Communications Server.
    • On the Conferencing menu, or on the Outlook toolbar, select Schedule a Live Meeting.
  2. On the Appointment tab, on the Subject line, type a description of your meeting.
  3. To add people to the invitation, do one of the following:
    • On the Appointment tab, in the To box, type the full e-mail addresses of the people that you want to invite.
    • On the Appointment tab, click To, and then select the invitees from your address book.
  4. To designate which invitees are to be presenters , depending on what version of Microsoft Office Outlook that you are running, in the meeting request, on the Live Meeting toolbar, click Participants/Leaders, Attendee/Presenters, or Presenters. In the Attendees list, click the appropriate names and e-mail addresses. Click Add to move the selected names to the Presenters list, and then click OK.
  5. To check the availability of meeting participants, if you have not already done this, on the Scheduling tab, find a time when all participants are available, and then click that time. Drag the bars that indicate the start and end time for the meeting until they are as you want them.
  6. To choose the type of audio for your meeting:
  1. On the Live Meeting toolbar of the meeting request window, click Audio.
  2. Select Use computer audio to enable participants to connect to a two-way communication over the Internet.

 Note   Participants will need a computer that has a headset or microphone and speakers to connect your conference call. If you have participants outside your corporate network it is best to use Dial-in Conferencing for your conference call.

  1. Or, to enable participants to connect to the meeting audio by using a computer that has headset or microphone and speaker, or they can dial in by using the conference calling number, click Use computer audio or dial in from any phone and then select the region for the conference call phone number. To enable a passcode to join the meeting, click, Require a passcode to join the meeting.

 Note   Dial-in Conferencing is a new audio option for audio conferences that are hosted on Office Communications Server 2007 R2. For more information about Dial-in Conferencing, see Schedule a Conference Call.

  1. Or, select Dial in to the meeting using a telephone conference service to allow participants to dial in to a conference call.
  2. In the Provider text box, type your conference call provider name.
  3. In the Toll-Free Number text box, type the city code, or the area code and local phone number, of the toll-free meeting phone (+1-8001234567). In the Toll Number text box, type the city code, or the area code and local phone number, of the toll meeting phone.
  4. In the Participant and Leader codes text boxes, type a participant code and a leader code that meeting participants must use to identify themselves as participant or leader when they join the audio conference. The leader code is never revealed to meeting participants.
  1. When the audio options are set, on the Live Meeting Audio Options dialog box, click OK.
  2. To choose access control settings:

 Important   Invite Anyone is selected by default, meaning anyone with the conference calling number and your conference ID can join your conference. If you want to restrict who can join your conference call, configure the following advanced access options when scheduling the conference.

  • In the meeting request window, on the Live Meeting toolbar, click Permissions.
  • Choose Invite Within Network to allow only participants with a user account on the same Office Communications Server to join the meeting.
  • Choose Invite Within Network (Restricted) to allow only invited participants to join the meeting.
  • Choose Invite Anyone to allow anyone to join the meeting.
  1. If you want, you can type a message that all recipients will receive. On the Appointment tab, type your message above the dotted line in the text box that is provided.
  2. When the meeting invitation is as you want it, on the Standard toolbar, click Send.

ShowTo create a meeting invitation by using Live Meeting service

  1. To create a meeting invitation, do one of the following:
    • On the Conferencing menu, select Schedule a Live Meeting, Live Meeting Service.
    • On the Outlook toolbar, select Schedule a Live Meeting, Live Meeting Service.
    • On the Conferencing menu, or on the Outlook toolbar, select Schedule a Live Meeting.
  2. To add people to the invitation, do one of the following:
    • On the Appointment tab, in the To box, type the full e-mail addresses of the people that you want to invite, separating each address by a semicolon.
    • On the Appointment tab, click To, and then select the invitees from your address book.
  3. To designate which invitees are to be presenters depending on what version of Microsoft Office Outlook you are running, in the meeting request, on the Live Meeting toolbar, click Participants/Leaders, Attendee/Presenters, or Presenters. In the Attendees list, click the appropriate names and e-mail addresses. Click Add to move the selected names to the Presenters list, and then click OK.
  4. To check the availability of meeting participants, if you have not already done this, on the Scheduling tab, find a time when all participants are available, and then click that time. Drag the bars that indicate the start and end time for the meeting until they are as you want them.
  5. If you want, you can type a message that all recipients will receive. On the Appointment tab, type your message above the dotted line in the text box that is provided. You do not need to provide the meeting URL, meeting ID, or meeting key; that information is supplied automatically.

 Important   For Live Meeting service invitations do not type anything below the dotted line. The text that appears will be replaced with information that participants need to join your meeting.

  1. On the Live Meeting toolbar of the meeting request window, click Meeting Options. For more information about how to set meeting options, see Setting Scheduled Meeting Options.
  2. When the meeting invitation is as you want it, on the Standard toolbar, click Send.

ShowTo convert a standard Outlook meeting request to a Live Meeting invitation

  1. In the Outlook Calendar, double-click the meeting to open the request form.
  2. On the Conferencing toolbar, click Live Meeting, or click Make this a Live Meeting, and then choose Office Communications Server or Live Meeting Service.
  3. Follow the instructions above to finish scheduling an Office Communications Server or Live Meeting Service meeting.

ShowTo schedule a Live Meeting on behalf of another person

  1. Open the other person's calendar and do one of the following:
    • Select the date and time of the meeting and then on the Conferencing toolbar, click Schedule a Live Meeting, or click Schedule a Live Meeting, and then choose Office Communications Server.
    • Convert an existing Outlook meeting to a Live Meeting. On the Conferencing toolbar, click Live Meeting or click Live Meeting, and then choose Office Communications Server.
  2. Follow the instructions above to finish scheduling an Office Communications Server meeting.
 
 
Applies to:
Live Meeting 2005, Live Meeting 2007