Using Asynchronous Booking; Editing Meetings; Deleting Meetings - Cisco TELEPRESENCE MANAGEMENT SUITE EXTENSION 2.2 - FOR MICROSOFT EXCHANGE User Manual

If for some reason the meeting request is rejected by one of the rooms/systems, the pop-up message
will not appear, the meeting request will stay open, and you will get an email message from Cisco
TMSXE providing additional detail on why the meeting was rejected. Make adjustments to your
meeting as necessary and click Save to try to rebook your meeting and the same saving process will
repeat.

Using Asynchronous Booking

Shortly after saving the meeting, you should expect to get the meeting accept/reject emails from the
rooms and people you invited to the meeting. If a room/system rejects the meeting due to some
reason with the video conference, you will receive an additional email immediately afterwards from the
Cisco TMSXE integration providing more details on why the meeting was rejected.
If the meeting was accepted by the rooms/systems, you as the meeting organizer will get an email
message from Cisco TMSXE providing you with the details about your scheduled video meeting,
including dialing information. You can copy this information into the meeting details and send out an
update to invitees if desired. Conference settings such as bandwidth, and encryption will be set using
the default parameters defined by the Conference Settings in Cisco TMS defined by the Cisco TMS
administrator. See Editing Meetings for more assistance with sending updates.

Editing Meetings

Meetings that have not yet started can be easily changed directly in your Outlook client if you are the
meeting organizer–attendees can only suggest new times, not edit the entire meeting.
To edit a meeting:
1. Open the event in your calendar by double-clicking on it.
2. If the meeting is part of a recurring series, you will be asked whether you wish to edit just this
occurrence, or the entire series. Make your selection and click OK.
3. Modify the meeting as desired, including changing the time, adding/removing participants,
and so on.
4. When complete, click Send Update to save the meeting and send the changes to the
meeting participants.
Warning: Do not click Save and Close as this will only modify your calendar and will not send the
changes to the other participants, including the rooms/systems. Doing so will NOT update your video
conference booking.

Deleting Meetings

To delete a meeting:
1. Find the event in your calendar, right click on it and select Delete from the pop-up menu.
2. If the meeting is part of a recurring series, you will be asked whether you wish to edit just this
occurrence, or the entire series. Make your selection and click OK.
3. The next prompt will ask you whether or not to send a cancellation notice.
Cisco TMSXE User Guide (2.2) Page 5 of 11