TANDBERG Microsoft Exchange Integration V 11.8 Installation And Usage Manual
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TANDBERG Microsoft Exchange Integration V 11.8 Installation And Usage Manual

TANDBERG Microsoft Exchange Integration V 11.8 Installation And Usage Manual

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Installation and Usage
TANDBERG
Microsoft Exchange
Integration
D3562 Rev.2
This document is not to be reproduced in whole
or in part without permission in writing from:
www.TANDBERG.com
TANDBERG offers an optional component to fully integrate the
TANDBERG Management Suite (TMS) with Microsoft Exchange and
Outlook. This integration gives the users the ability to schedule vide-
oconferences, book meeting rooms and invite participants using their
Microsoft Outlook client.
The videoconferencing systems are registered as resources in Ex-
change, allowing end users to view their availability when making
the booking.
V 11.8

Functional overview

The integration requires a software component to be installed on the
Microsoft Exchange server.
Note that there is no need to update any of the Microsoft Outlook
clients.
In a front-end/back-end server scenario, the integration should be
installed on a back-end server.
Please see
Exchange.
www.microsoft.com
for more information about Microsoft
 

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Summary of Contents for TANDBERG Microsoft Exchange Integration V 11.8

  • Page 1: Functional Overview

    This document is not to be reproduced in whole or in part without permission in writing from: www.TANDBERG.com TANDBERG offers an optional component to fully integrate the TANDBERG Management Suite (TMS) with Microsoft Exchange and Outlook. This integration gives the users the ability to schedule vide- oconferences, book meeting rooms and invite participants using their Microsoft Outlook client.

  • Page 2: Table Of Contents

    Table of ConTenTs Server Requirements 3 Supported Clients TMS requirements Limitations Technical Description Installation Uninstallation Upgrading 16 Post installation setup Making a booking using Outlook Appendix A - Troubleshoot Appendix B - Logging...

  • Page 3: Server Requirements

    Server Requirements Supported Clients TMS requirements Limitations Server OS Windows 2000 Server SP3 with Internet Explorer V5.5 or later Windows 2003 Server with Internet Explorer V6.0 or later Exchange Server Microsoft Exchange 2000 with Microsoft Exchange service pack 3 Microsoft Exchange 2003 plain, service pack  or service pack 2 Exchange System Manager must be installed.

  • Page 4: Technical Description

    Technical Description Both TMS and Exchange have their own database for booking information. For Exchange the database contains resource availability based on free/busy information for resource accounts. This information is stored in Exchange mail- boxes and public folders. TMS knows the resource availability based on its SQL Server database. That means that there are two different systems that are separate, but must show the same resource availability.
  • Page 5 tion. These log files include nearly all of the program activities, but the main ones of interest are: • Installation • Account Creation • Syncronizer Logs • Calendar Sink Microsoft log files can be accessed through Event View under Adminis- trative Tools.

  • Page 6: Installation

    Installation Before you start installing the TMS Exchange Integration component on the Exchange server, make sure you are logged in as a user that has the following permissions: - Is a Domain Administrator for the local domain - Is a Local Machine Administrator - Is an Exchange Administrator You will also need a set of user credentials that is - Is an Site Administrator in TMS...
  • Page 7 The TANDBERG installer will prepare the installation wizard. At this stage a picture might display a list of the components that need to be installed before the installation of the TMS Exchange Integration can continue. These components will be automatically installed.
  • Page 8 Read and accept the License Agreement. Select the destination folder where Setup will install the files. Click ‘Next’ to accept the suggested path, or ‘Browse’ to change the path.
  • Page 9 If choosing an existing TMS account, this account needs to be configured for Exchange booking capabilities. Go into the Users tab of TMS, of the particular user, and set ‘Exchange Integration Service Account’ to ‘Yes’. Also make sure that the account is a member of a group that has the ‘Book on behalf of’...
  • Page 10 The Exchange server needs to be able to reach port 80/HTTP or port 3/HTTPS on the TMS server (in case of firewall issues). Users your organization that should have access to booking of videoconferences using Exchange/ Outlook should be granted access to the first group, while admins should be granted access to the second group.
  • Page 11 Post-install moving of the users and groups to a different Active Directory Container/organizational unit through “Active Directory Users and Computers” is not supported. The next page allows you to put all the TMS-Exchange integration users and groups in a separate container in Active Directory. If you want to put them under an Organizational Unit (or create a new Organizational Unit), click on the ‘Browse AD’...
  • Page 12 Confirm the settings defined in the installation process and select ‘Next’ to start copying files. The installer will now start to copy files and perform necessary operations.
  • Page 13 Click FINISH to complete the installation. Notes about the Exchange installation In order to perform, supervise and synchronize all the bookings between Ex- change an TMS, the installation of the Exchange component causes 2 user-ac- counts to be created. In the domain where the exchange server resides, a user ‘tms-service’ is cre- ated if choosing to let the installer create the user.
  • Page 14 • Log on as a Batch job • Log on as a service • Write permissions to the TANDBERG Key in the registry • Read permissions from the TANDBERG Key in the registry • Write permissions to log files •...

  • Page 15: Uninstallation

    Uninstallation Run ‘setup.exe’ again to uninstall the TMS Exchange Integration component from the Exchange Server or use ‘Add/Remove programs’ from the Control Panel of the server. If you tick of the checkbox before you click the ‘Next’ button, the uninstallation script will also remove the security groups, the service user and all resource accounts with mailboxes on the server.

  • Page 16: Upgrading

    Upgrading Upgrading from a previous version of the TANDBERG Exchange Integration should be considered done during non-office hours, as the integration will not be able to detect changes from the Outlook clients when it’s not running. The upgrade will ask for a reboot, but this is not required. The impact of opt- ing to not reboot, is that one file will be marked for deleteion when the server reboots.
  • Page 17 When the installation is finished, make sure to launch the TANDBERG Mi- crosoft Integration Configuration tool, and start the Syncronizer by click- ing the ‘Start Synchronizer’ button.

  • Page 18: Post Installation Setup

    Publish the provided Videoconference Form A custom appointment form that adds support for videoconference meetings is provided as part of the release from TANDBERG. It is recommended to place this form under Organizational Forms Library in order to be made available for all the Exchange end-users in your network.
  • Page 19 Press ‘OK’ to save Organizational Forms Library. In order to publish the Videoconference form in the Organizational Forms Li- brary, an Outlook user needs to be granted “owner” permissions to the Organi- zational Forms Library. It is recommended only to give one single end user the ‘owner’...
  • Page 20 Once the Organizational Forms Library is in place, the Custom Form provided by TANDBERG can be placed here. As this has to be done from an Outlook cli- ent, you need to log on to the mailbox of a user with “owner” permissions to the Organizational Forms Library (permission levels set as described above).
  • Page 21 A screen for publishing the form will then pop up. It is important that the fields are filled in exactly as described below (case sen- sitive). Look in: select Organizational Forms Library Display name: enter ‘Meeting’ Form name: enter ‘VideoConference’ ‘Form Name’...
  • Page 22 The user representation for these systems must be set up in a particular man- ner, and in order to simplify this process, TANDBERG provides a tool to assist in the creation of these users. Running the Integration tool requires the user have both Domain Administrator and Exchange Administrator permissions.
  • Page 23 Display Name of the account. The configuration tool can be found on the Exchange server on which the TANDBERG Exchange Integration component was installed. Click ‘Start’ menu, ‘Programs’ -> ‘TANDBERG’ -> ‘TANDBERG Microsoft Exchange Integration Configuration’. Make sure you are logged in with a user that has both Domain Administrator and Exchange Administrator rights on this Exchange Server to properly run the Integration Tool.
  • Page 24 A window will pop up for account configuration. You can decide for each system if you want the tool to create the accounts for you, or if you want to associate the systems with an existing account. Let tool create accounts By selecting the ‘Create an AD account for This System’, the tool will auto create the needed account and mailbox for the system with all the required permissions and properties..
  • Page 25 In the AD browser, select the OU where you want the account to be created. If accounts should be created for all systems selected in the same OU, press the ‘Create the Remaining accounts in this folder’ button. For each system that you ‘Enable’, a user account with the name tms-’system id’...
  • Page 26 Use the AD browser to select the account you to be associated with the sys- tem. Review selections After accounts have been created/specified for all systems selected, a window will display your choices. If the information is correct, press OK, or if alterations are needed press the Edit button.
  • Page 27 Click Yes to update TMS with the calendar information from the associated systems. The configuration tool will now start to import systems from TMS, create ac- counts and mailboxes if needed, and set up the associations. Please note that this process can take several minutes depending on the number of systems you are importing.

  • Page 28: Advanced Configuration

    Advanced Configuration The ‘Advanced’ Button allows you to change the password for the tms-service account created in Active Directory. You can also change the log path, define e- mail options for outgoing e-mails, rebuild the TMS server connection and select options for Asynchronous meeting requests.
  • Page 29 ity when multiple updates are sent or they may not realize the meeting was not successfully booked. However if support for Microsoft Outlook Web Access is needed, this needs to be enabled, since Web Access does not support calendar sinks. Rebuild TMS server connection This is used to re-configure the TMS connection.
  • Page 30 on as each user representing the different videoconferencing system, using user names and passwords created by the above-mentioned tool. See section ‘Manually set accounts to accept meeting requests’ for instructions on how to do this. Configure Calendar Rights and Sinks This option re-registers the calendar sinks, making sure that the sinks run prop- erly.
  • Page 31 ‘None’ implies that Outlook will not use your NT logon information when Out- look is opened, but will prompt you for username and password. This way, you only need to restart Outlook to change to a different user instead of logging completely off your PC.
  • Page 32 Import existing TMS booking entries for videocon- ference systems In the previously mentioned tool, TANDBERG has included a feature to import existing bookings in TMS into the calendar representations of the videoconfer- encing systems in Exchange. It is therefore recommended that you ‘Enable’ all your TMS systems in Ex- change before doing this operation.

  • Page 33: Making A Booking Using Outlook

    Making a booking using Outlook Activating the VideoConference Form Before an end-user can customize the bookings using the videoconferencing form, each user must have the new Videoconference form activated on their Outlook client. If the custom form is not to be used, the form does not need to be activated.
  • Page 34 Booking meetings with Videoconferencing rooms Booking your videoconference meeting can now be done in the same way as an ordinary meeting room/resource booking in Outlook. When adding vide- oconferece systems to the meeting, these can be found in the ‘VideoConfer- ence Rooms ’...
  • Page 35 Once you add a videoconference system as a resource in your meeting, you will notice that your meeting request now has been expanded to include a ‘TANDBERG’ tab. Under this tab, you will be presented with more detailed infor- mation about the videoconference. Here you will also be allowed to set some additional parameters for your videoconference as well as inviting external par- ticipants.
  • Page 36 default value is configured in TMS. Setting this parameter to ‘Automatic call launch’ will cause the video conference to be set up automatically when the meeting is due. Setting launch type to ‘Manual Call launch’ requires an end user to confirm the call setup from each of the endpoints before the call is initi- ated.
  • Page 37 played. When the meeting is successfully booked, the meeting will be saved into your calendar and invites will be sent to the meeting participants. Additionally the meeting organizer will receive an email detailing the connection details for the scheduled meeting. If the meeting is not able to be booked, the meeting will not be saved, no invites will be sent, and the meeting organizer will receive an email detailing why the meeting could not be booked.

  • Page 38: Appendix A - Troubleshoot

    Appendix A Troubleshoot Slow update of meetings from TMS to Exchange If meetings are slow to be updated, make sure that there is no firewall that blocks e-mail from the TMS server to the Exchange server. When a meeting is booked in TMS, and e-mail is sent to the TMS-service account of the Exchange Integration, trigging the synchronizer to start.

  • Page 39: Appendix B - Logging

    Appendix B Logging To control the logging of TANDBERG Exchange Integration, the registry is used. This is used both to disable logging, and control the amount of events that are logged. All values are stored in the ‘HKEY_LOCAL_MACHINE\SOFTWARE\Tandberg\ TANDBERG Management Suite Exchange Integration’ hive. All values in this hive are strings (REG_SZ).

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