OL98: Integrating Outlook with NetMeeting

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NOTE: These procedures assume that NetMeeting is configured for a server running either the User Location Service (ULS) protocol or the Internet Location Service (ILS) protocol. The ULS protocol is an older standard, while the ILS protocol is newer.

Microsoft NetMeeting 2.1, installed with the Full Installation of Microsoft Outlook 98, provides the following features:

• Schedule real-time, online conferences with video, audio, and/or chat capabilities.
• When you use NetMeeting with video, users can see other online conference attendees on your screen.
• Collaborate with others by sharing programs and documents over the Internet.
• Draw with other attendees on a shared Whiteboard over the Internet.

Starting NetMeeting from Outlook

To start NetMeeting from Outlook, follow these steps:

1. On the File menu, point to New and then click Meeting Request.
2. On the Online tab, click Start Meeting Now.

Schedule an Online Meeting with NetMeeting

To use NetMeeting to schedule an online meeting, follow these steps:

1. On the File menu, point to New, and then click Meeting Request.
2. On the Online tab, click to select the "This is an online meeting using" check box.
3. Click the Attendee Availability tab.
4. Click Invite Others and select from the Address Book the names of people with whom you want to schedule a NetMeeting, and click OK. To select names from a list, click the Required, Optional or Resources buttons.
5. On the Appointment tab, type a description of the meeting in the Subject box. This label will be used as the NetMeeting conference name and can only be changed on this tab.
6. Enter times in Start Time and End Time. Select other options as needed.
7. To have NetMeeting start automatically set a reminder on the Appointment tab. Click the Online tab, and then click to select the "Automatically start NetMeeting <interval> minutes before scheduled meeting time" check box, where interval is the number of minutes you set for your reminder.
8. Change any default online settings for the meeting and then click Send.

Starting an Online Meeting from a Contact

You can quickly start a meeting immediately with a Contact entry. In Contacts, select a contact, click the Actions menu, and then click Call Using NetMeeting.

Joining a NetMeeting

1. Open the online meeting request.
2. Click the Online tab.
3. Click Join Meeting Now.

The reminder for your meeting will have a Join button you can click to automatically join a meeting. If you are the organizer, your reminder will have a Start NetMeeting button.

You can also right-click the meeting item in Calendar and then click Join NetMeeting on the shortcut menu.

Automatically Starting a NetMeeting

1. Create or open the online meeting request.
2. Click the Online tab.
3. Click to select a value in the "Automatically start NetMeeting <interval> minutes before scheduled meeting time" check box, where <interval> is the number of minutes before the meeting you want the program to start.

To change the amount of time before the meeting when you want the reminder to occur, click the Appointment tab, and then enter a time in the Reminder box.

Availability of the Call Using NetMeeting Command

This command may not be available in these situations:

1. If you have selected multiple contacts, the Call Using NetMeeting command on the Actions menu will be unavailable. Select a single contact, and click this command to start NetMeeting.
2. The online NetMeeting settings on the Details tab of a contact may not have been completed.
3. NetMeeting may not be setup. Open a new meeting request, click the Online tab, and then click NetMeeting.

Turning a Meeting into an Online Meeting

1. Open the meeting request.
2. Click to select the "This is an online meeting" check box.
3. Click the Online tab. To start the meeting now, click Start Meeting Now.
4. Change any default online settings for the meeting.

Change the Default Online Settings for a NetMeeting

1. Open the online meeting request.
2. Click the Online tab.
3. To change the NetMeeting server name, enter the new name in the Directory Server field.
4. To change your e-mail address, enter the new e-mail address in the Organizer's e-mail address box.

NOTE: To change the default NetMeeting settings for a recurring online meeting, you must open the series and change all occurrences.

Add NetMeeting Information to a Contact

1. Create or open a contact.
2. Click the Details tab.
3. In the Directory Server box, type the name of the NetMeeting ILS server for this contact.
4. In the E-mail alias box, type the e-mail address of the NetMeeting organizer, usually the contact's e-mail address.
5. To start an online meeting call with this contact, click Call Now.

Call a Contact Using NetMeeting

1. In Contacts, select a contact.
2. On the Actions menu, click Call Using NetMeeting.