Scheduler for Outlook User s Guide

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ReadyTalk Scheduler for Outlook 2007-2016

The ReadyTalk Scheduler for Outlook 2007-2016 allows you to schedule and start audio and web meetings conveniently from within Microsoft Outlook.

Outlook 2010/2016

Outlook 2007

Features:

 Start a Meeting. Instantly start a ReadyTalk on-demand or scheduled web conference directly from the Microsoft Outlook toolbar.

 Schedule Meeting. Schedule a one-time or recurring on-demand web and/or audio conference using the Microsoft Outlook calendar. The meeting request includes all of the information your participants need to join your conference.

 Dial-In Number. Customize the list of ReadyTalk dial-in numbers to include in your Microsoft Outlook meeting request.

 Audio and Web Conference Details. Turn web and audio conference details on or off in your calendar invitation with the click of a button.

 Audio Quick Start for Participants. Meeting participants have the option to have your

ReadyTalk audio conference call their phone with the click of a link, making it easier than ever to participate in your next on-demand meeting.

 Instantly record demos and meetings as Salesforce activities. Automatically sync registration and attendance data on the lead or contact record when meetings are scheduled through the ReadyTalk Scheduler for Outlook

 Open Conference Center. Quickly access the ReadyTalk Conference Center right from Microsoft Outlook.

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Download and Installation Instructions

To download the ReadyTalk Scheduler, please visit http://www.readytalk.com/support-

training/downloads and click Download ReadyTalk Scheduler for Outlook 2007-2016 under the ReadyTalk Scheduler for Outlook section to obtain the executable installation file.

Note: Any previous version of ReadyTalk Scheduler will be uninstalled during the installation process.

See Section 7.0 Uninstalling ReadyTalk Scheduler for Outlook to find instructions on the uninstall process.

Once downloaded, run the ReadyTalk_Outlook_Scheduler_Installer.exe and follow the installation wizard instructions that appear on your screen.

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B.

Please read the License Agreement for the ReadyTalk Scheduler for Outlook. To continue your installation, select I accept the terms in the license agreement.

Note: Selecting I do not accept the terms in the license agreement will cancel and close your installation.

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D. Select Install to continue your installation.

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E. Once your installation progress bar has completed, select Finish to complete the installation of your ReadyTalk Scheduler for Outlook 2007-2016.

System Requirements:

 Microsoft Outlook® 2007 (SP3),2010 (32 bit or 64 bit), or 2016 (32 bit or 64 bit)

 Windows® XP (Service Pack 2), Windows Server 2003 (Service Pack 1), Windows Vista, Windows 7 or later Windows operating system.

 Microsoft .NET Framework 4.0 Extended

 Microsoft .NET version 4.0 Client Profile

 Microsoft SQL Server Compact 4.0

 Microsoft C++ 2010 Runtime

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Customize Your ReadyTalk Scheduler for Outlook Settings

The ReadyTalk Scheduler for Outlook settings can be updated at any time. Any updates that you enable will be applied to all new meeting invitations that are created going forward.

In Microsoft Outlook, select the Settings option on the ribbon. The following features can be customized from clicking on Settings:

1. Default Meeting Types 2. Add / Delete Accounts 3. Add / Delete Subscriptions 4. Subscription Details 5. Dial-In Numbers

6. Send Invites as Plain Text

When you are finished making changes to the default settings, select OK to apply changes and close the setup screen.

Default Meeting Type

There are two setting options for default meeting types:

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Scheduled Meeting: Choose this option to import registration and attendance data into Conference Center and/or salesforce.com through our ReadyTalk for Salesforce application

 To log meeting activity that is scheduled through Outlook into salesforce.com, you must be a user of the ReadyTalk for Salesforce application. For more information, please contact your salesforce.com administrator or ReadyTalk account manager

 The ReadyTalk meeting that is scheduled in Outlook must be imported into salesforce.com through the ReadyTalk for Salesforce application before registration and attendance data can be logged on the lead or contact record

o ReadyTalk for Salesforce User Guide

Add/Delete Accounts

Accounts allow you to manage multiple subscriptions (see Section 3.4 Add/Delete Subscriptions) underneath a singular group. This provides a level of Subscription organization for users managing invitations for multiple ReadyTalk access codes.

When ReadyTalk Scheduler for Outlook is selected, you can add more than one ReadyTalk Account to the Scheduler by selecting Add at the bottom left corner of the Settings window.

Note: When more than one account is entered, this enables the Subscription Details option (see Section

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Add / Delete Subscriptions

Subscriptions allow you to manage multiple ReadyTalk access codes underneath one or multiple

Accounts (see Section 3.3 Add/Delete Accounts). This provides the ability for a user to manage multiple access codes (one per Subscription) using a singular install of the ReadyTalk Scheduler for Outlook. When My Account is selected, you can add another subscription by selecting Add or delete an existing subscription by selecting Delete.

Your default subscription is in bold. You can select which account is your default account by selecting the account and then hitting the Make Default button.

Note: When more than one account is entered, this enables the Subscription Details option (see Section

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Subscription Details

By highlighting a subscription, you can assign a name to your subscription account by changing the ReadyTalk Account Name and updating your ReadyTalk Information details.

Dial-In Numbers

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Select the desired countries by placing a checkmark next to the country name. Remove any selected countries by unchecking the box next to the country name. To save changes, select OK.

Send Invite as Plain Text

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Start a Web Conference Meeting

The ReadyTalk Scheduler for Outlook provides the ability to launch an on-demand or scheduled ReadyTalk web meeting from the Microsoft Outlook Ribbon. The system will automatically log you in and open your ReadyTalk Conference Controls.

Outlook 2010/2016

Outlook 2007

Select the “Start a Meeting” button on the Microsoft Outlook ribbon to launch an on-demand or scheduled ReadyTalk web meeting.

o If you have a meeting scheduled within the past 24 hours or next 48 hours, you will have the option to select a specific meeting and launch the meeting controls

Note: Your account information must be setup in subscription details in order for this feature to work (see Section 3.5 Subscription Details).

Create a New Meeting Request

The ReadyTalk Scheduler for Outlook provides the ability to create an Outlook meeting invitation that includes ReadyTalk meeting details with the click of a button.

From the submenu of the Schedule Meeting button on your Microsoft Outlook toolbar, you have the option of scheduling the following types of meetings: ReadyTalk Audio/Web Meeting, ReadyTalk Audio Meeting, or ReadyTalk Web Meeting.

Outlook 2010/2016

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The Meeting Request screen that appears automatically displays all of the information participants need to join your ReadyTalk meeting. You can edit any of the information that appears in the unsent meeting invitation.

Note: If you make changes to your ReadyTalk Scheduler settings, updates will not be reflected in previously sent invitations. You must create a new meeting invitation or manually modify the invitation and resend to participants.

ReadyTalk Audio and Web Conference Invitation

Below is an example of a ReadyTalk Audio and Web Conference Invitation:

This Microsoft Outlook Invitation Template includes the following:

 Call My Phone and Join Web Meeting Link: Participants can simply click this link to have the audio conference call their phone. After the audio connection is established, participants are automatically joined to the web conference when the chairperson starts the meeting.

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• Dial-In Numbers: For participants wanting to join your audio conference manually, your audio conference dial-in number(s) are listed here. This field can include more than one ReadyTalk dial-in number (including international numbers) determined by your customized meeting requirements (see Section 3.6 Dial-In Numbers).

• Access Code: Lists the access code participants use to enter your conference which is determined by your ReadyTalk subscription details (see Section 3.5 Subscription Details). • Web Login: A direct link to the meeting or registration page for your ReadyTalk web

conference.

• Global Toll-Free Numbers: For added convenience, your invitation includes a hyperlink that displays a list of any additional international toll-free dial-in numbers that are available to your participants.

ReadyTalk Audio Conference Invitation

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This Microsoft Outlook Invitation Template includes the following:

• Call My Phone: Participants can simply click this link to have the audio conference call their phone.

Below is an example of the ReadyTalk Call My Phone form:

• Dial-In Numbers: For participants wanting to join your audio conference manually, your audio conference dial-in number(s) are listed here. This field can include more than one ReadyTalk dial-in number (including international numbers) determined by your customized meeting requirements (see Section 3.6 Dial-In Numbers).

• Access Code: Lists the access code participants use to enter your conference determined by your ReadyTalk subscription details (see Section 3.5 Subscription Details).

• Global Toll-Free Numbers: For added convenience, your invitation includes a hyperlink that displays a list of any additional international toll-free dial-in numbers that are available to your participants.

ReadyTalk Web Conference Invitation

The Microsoft Outlook email invitation for a Web Conference will include a direct link to the meeting or registration page for your ReadyTalk web conference along with your meeting access code.

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Meeting Information Synced with Conference Center o New Meeting

o After scheduling an audio, web, or audio/web meeting through the Outlook Scheduler, the meeting will be almost instantaneously created in Conference Center and will include the following meeting details:

 Meeting Title

 Host Name & Email Address  Date/Time/Time Zone/Duration

 Registration Type: Register at time of meeting  Meeting Type

 Web & Audio

 Audio Only

 Web Only

o Updating or Cancelling a Meeting from Outlook

o If you make an update to your meeting in Outlook, such as the meeting title or date/time, this information will automatically update in Conference Center

o If you cancel or delete your meeting in Outlook, the meeting will also be cancelled and/or deleted in Conference Center

 Note: If you cancel your Outlook meeting from the Outlook Web Application (OWA) or from a mobile device, the cancellation will not reflect in Conference Center

Syncing attendance & registration data with ReadyTalk for Salesforce

To sync a meeting scheduled through Outlook with salesforce.com, you must have the ReadyTalk for Salesforce application installed. For more information, please contact your salesforce.com administrator or ReadyTalk account manager.

To access ReadyTalk meeting information within Salesforce, you must first import the meeting(s). Importing a meeting establishes a link between the meeting in salesforce.com and the meeting in

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To begin the process of importing a meeting, click the “Import ReadyTalk Meeting” button.

Click the Import ReadyTalk Meeting button to display the page with a list of scheduled meetings available

for import

The New ReadyTalk Meeting view allows you to select the meeting(s) you would like to import.

Choose the ReadyTalk meeting you would like

to import

Customize Your ReadyTalk Scheduler for Outlook Invitation Details

From within the calendar invitation, there are additional options available from the ribbon. Changes made will immediately update the current calendar invitation. These changes will ONLY apply to the current invitation. To make changes globally for all new invitations, please refer to Section 3.0 Customize Your ReadyTalk Scheduler for Outlook Settings.

Options include:

 Start a Meeting: Click to launch a ReadyTalk web meeting controls.

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o Note: Subscription Details will only be visible when managing multiple subscriptions (see Section 3.4 Add/Delete Subscriptions)

 Dial-In Numbers: Select to modify the dial-in numbers in the invitation. If an international number is needed, dial-in numbers must be updated with required countries.

 Audio: Click to turn on / turn off audio meeting details in the calendar invitation.

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Uninstalling ReadyTalk Scheduler for Outlook 2007-2016

To uninstall your ReadyTalk Scheduler for Outlook 2007/2010, follow the instructions below: 1. Close Microsoft Outlook

2. Click on the Start button on your Windows taskbar. a. If using Windows XP:

i. Select Control Panel

ii. Select Add or Remove Programs iii. Select ReadyTalk Scheduler for Outlook iv. Select Change/Remove

v. Confirm removal by selecting Yes at the confirmation pop-up b. If using Windows Vista or later: