Scheduling Conferences with Outlook

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Scheduling Conferences with Outlook

ConferenceCalls.com Outlook Integration allows a Host to schedule web conferences using Microsoft Outlook. Adding web conferencing to an Outlook meeting is as simple as clicking WEB CONFERENCE DETAILS on the Outlook toolbar.

To Schedule a Conference with Outlook:

  1. Install the Outlook Add-On by downloading and installing the ConferenceCalls.com Options Kit and selecting the "Outlook Add-On" option during installation.
    Note: You must temporarily close Outlook while installing this feature.


  2. Access the scheduling feature of Outlook to display the Outlook Appointment window.


  3. Click the INVITE ATTENDEES button on the Outlook toolbar. Insert e-mail addresses and meeting details as you would for other Outlook meetings.


  4. Set a Reminder for your web conference so you will be able to log-in before the conference is scheduled to begin.


  5. Click the WEB CONFERENCE DETAILS button at the upper left-hand corner of the Outlook Meeting window. This will open a Web Conference Details window, which provides the option to use your static Conference ID or to have the system generate a unique Conference ID. The Conference Details window includes fields for specifying the Memo 1 and Memo 2 values. A checkbox is provided to select an e-mail summary report.


  6. Click the OK button to insert the web conference details text into the body of the meeting request. This text contains a conference link for users to join the conference. When this link is used to join the conference the user is directed to the login page and the Conference ID field will already be filled in. Participants can complete the rest of the form and continue on to the conference.


  7. Click the SEND button to forward the invitation to the attendees.


  8. Once the reminder for the meeting is received, the Host may click the OPEN ITEM button. This opens the invitation and displays the conference details.


  9. The Host may click the conference link included in the iniviation to login. The field will be automatically populated. To log-in, the Host completes the login form and continues into the conference.
    Note: The Host must log-in and begin the conference before participants are able to join.


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