Use this procedure to schedule an Avaya Workplace Client meeting.
Before you begin
Ensure that the Avaya Workplace Client Add-in for Microsoft Outlook is enabled by default.
Procedure
In Microsoft Outlook, select New Items > Meeting.
Optional To create a meeting on behalf of another user, select the calendar of the other user before creating a new item.
In the Title field, type a meeting name.
In the Required and Optional fields, specify the participant names.
In the Ribbon area, click Meeting Details.
If only one bridge is configured, the system populates the message body with the conference bridge and collaboration information. Also, the system displays the side panel.
If multiple bridges are configured, the system does not populate the message body with the conference bridge and collaboration information. However, the system displays the side panel where you can confirm and add the bridge details.
Optional If multiple bridges are configured, do the following:
In the side panel, select the bridge whose details you want to add to the message body.
Click Add Details.
The system populates the message body with the meeting details.
Optional To reserve the meeting, select the Reserve the meeting check box.
Optional To enable shared calendar synchronization for reserved meetings, select the Sync shared calendars check box.
Shared calendars for reserved meetings are synchronized the next time you start Microsoft Outlook. The Sync shared calendars option is useful for users such as executive assistants, secretaries. For example, executive assistants need to schedule meetings for executives and also synchronize the shared executive calendar into Avaya Meetings Server.
Optional Modify the text in the message body.
Multiple meeting links might be available in the Location field or the Body area of the email. Only if the Location field is empty, the meeting link is used from the Body area of the email. If multiple meeting links are available, Avaya Workplace Client uses the call button on the Top of Mind screen to dial you into the meeting according to the following priority:
Avaya Meetings Server
Note:
You cannot reserve resources while scheduling a conference.
Edit the scheduled time with the frequency at which the meeting is repeated.
Click Send.
Note:
If you create a meeting invite in Outlook without including details other than your meeting telephone number in the Signature, ensure that the telephone number has at least ten digits. Avaya Workplace Client ignores the telephone number when calling if it is in the Signature and is less than ten digits.
