Cisco Systems SMTP User Manual

Administration Guide for
Cisco Unified MeetingPlace
SMTP E-Mail Gateway

Release 5.4
July 28, 2006

Corporate Headquarters

Cisco Systems, Inc.
170 West Tasman Drive
San Jose, CA 95134-1706
USA
http://www.cisco.com
Tel: [phone]

800 553-NETS (6387)

Fax: [phone]

Text Part Number: OL-11018-01

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STATEMENTS, INFORMATION, AND RECOMMENDATIONS IN THIS MANUAL ARE BELIEVED TO BE ACCURATE BUT ARE PRESENTED WITHOUT
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IMPLIED, INCLUDING, WITHOUT

Administration Guide for Cisco Unified MeetingPlace SMTP E-Mail Gateway Release 5.4

Copyright © 2004-2006 Cisco Systems, Inc. All rights reserved.

Preface v

Purpose v

Audience v

Naming Conventions v

Documentation Conventions vi

Cisco Unified MeetingPlace Documentation vii

Obtaining Documentation vii

Cisco.com vii
Product Documentation DVD viii
Ordering Documentation viii

Documentation Feedback viii

CONTENTS

CHAPTER

CHAPTER

Cisco Product Security Overview viii

Reporting Security Problems in Cisco Products ix

Obtaining Technical Assistance x

Cisco Technical Support & Documentation Website x
Submitting a Service Request x
Definitions of Service Request Severity xi

Obtaining Additional Publications and Information xi

1 Introducing Cisco Unified MeetingPlace SMTP E-Mail Gateway 1-1

About Cisco Unified MeetingPlace SMTP E-Mail Gateway 1-1

How E-Mail Notification Works 1-1

2 Installing Cisco Unified MeetingPlace SMTP E-Mail Gateway 2-1

Preparing for the Installation 2-1

Installing the Cisco Unified MeetingPlace Gateway SIM 2-2

Installing Cisco Unified MeetingPlace SMTP E-Mail Gateway 2-3

Verifying the Cisco Unified MeetingPlace SMTP E-Mail Gateway Installation 2-5

CHAPTER

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Stopping and Restarting the Cisco Unified MeetingPlace SMTP E-Mail Gateway 2-5

Uninstalling Cisco Unified MeetingPlace SMTP E-Mail Gateway 2-6

3 Configuring the Cisco Unified MeetingPlace SMTP E-Mail Gateway for Operation 3-1

Accessing and Configuring the Cisco Unified MeetingPlace Gateway Configurations Tool 3-1

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Contents

Understanding the Configuring the E-Mail Gateway Dialog Box 3-2

Setting E-Mail Notification Parameters 3-3

Understanding the Notifications Dialog Box 3-4

Changing the Cisco Unified MeetingPlace Gateway SIM Configuration 3-5

Understanding the Gateway SIM Configuration Page and the MeetingPlace Server Entry Dialog

3-6

Box

CHAPTER

CHAPTER

4 Customizing Meeting Notifications 4-1

About Notification Templates 4-1

How to Customize a Notification Template 4-2

Accessing Notification Templates 4-2
Identifying Notification Templates 4-3
Modifying the Content of a Notification Template 4-3

How to Add Access Information in MeetingTime 4-5

Activating Notification About Meeting Schedules 4-6

5 Troubleshooting 5-1

Resolving Connectivity Problems 5-1

Resolving Attend Link Problems 5-2

Resolving Meeting Notification Problems 5-2

Resolving Notification Language Problems 5-4

Resolving Notification Time Zone Problems 5-5

Resolving Problems with Meeting Attachments 5-6

APPENDIX

I

NDEX

iv

A Tags You Can Use in Notification Templates A-1

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Preface

See the following sections:

• Purpose, page v

• Audience, page v

• Naming Conventions, page v

• Documentation Conventions, page vi

• Cisco Unified MeetingPlace Documentation, page vii

• Obtaining Documentation, page vii

• Documentation Feedback, page viii

• Cisco Product Security Overview, page viii

• Obtaining Technical Assistance, page x

• Obtaining Additional Publications and Information, page xi

Purpose

This guide describes how to install, configure and manage Cisco Unified MeetingPlace SMTP E-Mail
Gateway.

Audience

This guide is for Cisco Unified MeetingPlace system administrators. It assumes the following:

• You have a thorough understanding of voice and data terminology and concepts.

• You are familiar with Cisco Unified MeetingPlace and networking concepts.

Naming Conventions

Previous releases of Cisco Unified MeetingPlace Audio Server were called “MeetingPlace Server” or
“MeetingServer.” In this guide, “Cisco Unified MeetingPlace Audio Server” refers to all releases past
and present.

Table 1 describes terms used throughout the Cisco Unified MeetingPlace set of documents.

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Preface

Documentation Conventions

Ta b l e 1 Product Naming Conventions

Term Definition Referred to in This Document As

Cisco Unified MeetingPlace 8100
series server

Cisco Unified MeetingPlace 8106
Server

Cisco Unified MeetingPlace 8112
Server

Cisco Unified MeetingPlace Audio
Server

Cisco Unified MeetingPlace Audio
Server system

Cisco Unified MeetingPlace
MeetingNotes

Cisco Unified MeetingPlace
MeetingTime

Cisco MCS Unified CallManager
Appliance

Cisco Unified MeetingPlace Web
Conferencing server

Includes Cisco Unified MeetingPlace 8106 and
Cisco Unified MeetingPlace 8112 servers.

Hardware on which Cisco Unified MeetingPlace
Audio Server runs.

Hardware on which Cisco Unified MeetingPlace
Audio Server runs.

This server was called M3 in Release 5.2 and
earlier.

Software that runs on the Cisco Unified
MeetingPlace 8100 series server.

Cisco Unified MeetingPlace 8106 or Cisco
Unified MeetingPlace 8112 running Cisco Unified
MeetingPlace Audio Server.

A Cisco Unified MeetingPlace Audio Server
feature by which users record meetings and listen
to meeting recordings.

Windows desktop software through which system
administrators can access and configure Cisco
Unified MeetingPlace Audio Server.

Hardware on which Cisco Unified MeetingPlace
applications are installed.

A Cisco MCS installed with Cisco Unified
MeetingPlace Web Conferencing.

Cisco Unified MeetingPlace
8100 series

Cisco Unified MeetingPlace
8106

Cisco Unified MeetingPlace
8112

Cisco Unified MeetingPlace
Audio Server

Cisco Unified MeetingPlace
Audio Server system

or

Audio Server system

MeetingNotes

MeetingTime

Cisco MCS

web server

All references to a “web server”
in this guide refer to the Cisco
Unified MeetingPlace Web
Conferencing server.

Documentation Conventions

Ta b l e 2 Conventions for Cisco Unified MeetingPlace Documentation

Convention Description

boldfaced text Used for:

• Commands that you must enter exactly as shown.

• Key and button names.

• Information that you enter.

italicized text Used for arguments for which you supply values.

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Cisco Unified MeetingPlace Documentation

Table 2 Conventions for Cisco Unified MeetingPlace Documentation (continued)

Convention Description

[ ]

(square brackets)

text in Courier font Used for information that appears on the screen.

^

(caret)

< >

(angle brackets)

Cisco Unified MeetingPlace documentation also uses the following conventions:

Note Means reader take note. Notes contain helpful suggestions or references to material not covered in the

document.

Used for elements that are optional.

Used to indicate use of the Control key. (For example, ^D means press
the Control and D keys simultaneously.)

Used for nonprinting characters, such as passwords.

Caution Means reader be careful. In this situation, you might do something that could result in equipment damage

or loss of data.

Cisco Unified MeetingPlace Documentation

For descriptions and locations of Cisco Unified MeetingPlace documentation on Cisco.com, see the
Documentation Guide for Cisco Unified MeetingPlace. The document is shipped with Cisco Unified
MeetingPlace and is available at

http://www.cisco.com/en/US/products/sw/ps5664/ps5669/products_documentation_roadmaps_list.htm
l.

Obtaining Documentation

Cisco documentation and additional literature are available on Cisco.com. Cisco also provides several
ways to obtain technical assistance and other technical resources. These sections explain how to obtain
technical information from Cisco Systems.

Cisco.com

You can access the most current Cisco documentation at this URL:

http://www.cisco.com/techsupport

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You can access the Cisco website at this URL:

http://www.cisco.com

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Documentation Feedback

You can access international Cisco websites at this URL:

http://www.cisco.com/public/countries_languages.shtml

Product Documentation DVD

The Product Documentation DVD is a comprehensive library of technical product documentation on a
portable medium. The DVD enables you to access multiple versions of installation, configuration, and
command guides for Cisco hardware and software products. With the DVD, you have access to the same
HTML documentation that is found on the Cisco website without being connected to the Internet.
Certain products also have .PDF versions of the documentation available.

The Product Documentation DVD is available as a single unit or as a subscription. Registered Cisco.com
users (Cisco direct customers) can order a Product Documentation DVD (product number
DOC-DOCDVD= or DOC-DOCDVD=SUB) from Cisco Marketplace at this URL:

http://www.cisco.com/go/marketplace/

Ordering Documentation

Preface

Registered Cisco.com users may order Cisco documentation at the Product Documentation Store in the
Cisco Marketplace at this

http://www.cisco.com/go/marketplace/

Nonregistered Cisco.com users can order technical documentation from 8:00 a.m. to 5:00 p.m.
(0800

to 1700) PDT by calling 1 866 463-3487 in the United States and Canada, or elsewhere by

calling

011 408 519-5055. You can also order documentation by e-mail at

[e-mail] or by fax at 1 408 519-5001 in the United States and Canada,

or elsewhere at 011 408 519-5001.

URL:

Documentation Feedback

You can rate and provide feedback about Cisco technical documents by completing the online feedback
form that appears with the technical documents on Cisco.com.

You can submit comments about Cisco documentation by using the response card (if present) behind the
front cover of your document or by writing to the following address:

Cisco Systems
Attn: Customer Document Ordering
170 West Tasman Drive
San Jose, CA 95134-9883

We appreciate your comments.

Cisco Product Security Overview

Cisco provides a free online Security Vulnerability Policy portal at this URL:

http://www.cisco.com/en/US/products/products_security_vulnerability_policy.html

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Preface

From this site, you will find information about how to:

• Report security vulnerabilities in Cisco products.

• Obtain assistance with security incidents that involve Cisco products.

• Register to receive security information from Cisco.

A current list of security advisories, security notices, and security responses for Cisco products is
available at this

URL:

http://www.cisco.com/go/psirt

To see security advisories, security notices, and security responses as they are updated in real time, you
can subscribe to the Product Security Incident Response Team Really Simple Syndication (PSIRT RSS)
feed. Information about how to subscribe to the PSIRT RSS feed is found at this

http://www.cisco.com/en/US/products/products_psirt_rss_feed.html

Reporting Security Problems in Cisco Products

Cisco is committed to delivering secure products. We test our products internally before we release them,
and we strive to correct all vulnerabilities quickly. If you think that you have identified a vulnerability
in a Cisco product, contact PSIRT:

Cisco Product Security Overview

URL:

• For Emergencies only — [e-mail]

An emergency is either a condition in which a system is under active attack or a condition for which
a severe and urgent security vulnerability should be reported. All other conditions are considered
nonemergencies.

• For Nonemergencies — [e-mail]

In an emergency, you can also reach PSIRT by telephone:

• 1 877 228-7302

• 1 408 525-6532

Tip We encourage you to use Pretty Good Privacy (PGP) or a compatible product (for example, GnuPG) to

encrypt any sensitive information that you send to Cisco . P SIRT can wo r k with information that has been
encrypted with PGP versions

2.x through 9.x.

Never use a revoked or an expired encryption key. The correct public key to use in your correspondence
with PSIRT is the one linked in the Contact Summary section of the Security Vulnerability Policy page
at this

URL:

http://www.cisco.com/en/US/products/products_security_vulnerability_policy.html

The link on this page has the current PGP key ID in use.

If you do not have or use PGP, contact PSIRT at the aforementioned e-mail addresses or phone numbers
before sending any sensitive material to find other means of encrypting the data.

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Obtaining Technical Assistance

Obtaining Technical Assistance

Cisco Technical Support provides 24-hour-a-day award-winning technical assistance. The Cisco
Technical Support & Documentation website on Cisco.com features extensive online support resources.
In addition, if you have a valid Cisco service contract, Cisco Technical Assistance Center (TAC)
engineers provide telephone support. If you do not have a valid Cisco service contract, contact your
reseller.

Cisco Technical Support & Documentation Website

The Cisco Technical Support & Documentation website provides online documents and tools for
troubleshooting and resolving technical issues with Cisco products and technologies. The website is
available 24 hours a day, at this

http://www.cisco.com/techsupport

Access to all tools on the Cisco Technical Support & Documentation website requires a Cisco.com user
ID and password. If you have a valid service contract but do not have a user ID or password, you can
register at this

URL:

URL:

Preface

http://tools.cisco.com/RPF/register/register.do

Note Use the Cisco Product Identification (CPI) tool to locate your product serial number before submitting

a web or phone request for service. You can access the CPI tool from the Cisco Technical Support &
Documentation website by clicking the Tools & Resources link under Documentation & Tools. Choose

Cisco Product Identification Tool from the Alphabetical Index drop-down list, or click the Cisco
Product Identification Tool link under Alerts & RMAs. The CPI tool offers three search options: by

product ID or model name; by tree view; or for certain products, by copying and pasting show command
output. Search results show an illustration of your product with the serial number label location
highlighted. Locate the serial number label on your product and record the information before placing a
service call.

Submitting a Service Request

Using the online TAC Service Request Tool is the fastest way to open S3 and S4 service requests. (S3
and S4 service requests are those in which your network is minimally impaired or for which you require
product information.) After you describe your situation, the TAC Service Request Tool provides
recommended solutions. If your issue is not resolved using the recommended resources, your service
request is assigned to a Cisco engineer. The TAC Service Request Tool is located at this URL:

http://www.cisco.com/techsupport/servicerequest

For S1 or S2 service requests, or if you do not have Internet access, contact the Cisco TAC by telephone.
(S1 or S2 service requests are those in which your production network is down or severely degraded.)
Cisco engineers are assigned immediately to S1 and S2 service requests to help keep your business
operations running smoothly.

To open a service request by telephone, use one of the following numbers:

Asia-Pacific: [phone] (Australia: 1 800 805 227)
EMEA: [phone]
USA: 1 800 553-2447

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For a complete list of Cisco TAC contacts, go to this URL:

http://www.cisco.com/techsupport/contacts

Definitions of Service Request Severity

To ensure that all service requests are reported in a standard format, Cisco has established severity
definitions.

Severity 1 (S1)—An existing network is down, or there is a critical impact to your business operations.
You and Cisco will commit all necessary resources around the clock to resolve the situation.

Severity 2 (S2)—Operation of an existing network is severely degraded, or significant aspects of your
business operations are negatively affected by inadequate performance of Cisco products. You and Cisco
will commit full-time resources during normal business hours to resolve the situation.

Severity 3 (S3)—Operational performance of the network is impaired, while most business operations
remain functional. You and Cisco will commit resources during normal business hours to restore service
to satisfactory levels.

Severity 4 (S4)—You require information or assistance with Cisco product capabilities, installation, or
configuration. There is little or no effect on your business operations.

Obtaining Additional Publications and Information

Obtaining Additional Publications and Information

Information about Cisco products, technologies, and network solutions is available from various online
and printed sources.

• The Cisco Product Quick Reference Guide is a handy, compact reference tool that includes brief

product overviews, key features, sample part numbers, and abbreviated technical specifications for
many Cisco products that are sold through channel partners. It is updated twice a year and includes
the latest Cisco offerings. To order and find out more about the Cisco Product Quick Reference
Guide, go to this URL:

http://www.cisco.com/go/guide

• Cisco Marketplace provides a variety of Cisco books, reference guides, documentation, and logo

merchandise. Visit Cisco Marketplace, the company store, at this

http://www.cisco.com/go/marketplace/

• Cisco Press publishes a wide range of general networking, training and certification titles. Both new

and experienced users will benefit from these publications. For current Cisco Press titles and other
information, go to Cisco Press at this

http://www.ciscopress.com

• Pack et magazine is the Cisco Systems technical user magazine for maximizing Internet and

networking investments. Each quarter, Packet delivers coverage of the latest industry trends,
technology breakthroughs, and Cisco products and solutions, as well as network deployment and
troubleshooting tips, configuration examples, customer case studies, certification and training
information, and links to scores of in-depth online resources. You can access Packet magazine at
this

URL:

http://www.cisco.com/packet

URL:

URL:

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Obtaining Additional Publications and Information

• iQ Magazine is the quarterly publication from Cisco Systems designed to help growing companies

learn how they can use technology to increase revenue, streamline their business, and expand
services. The publication identifies the challenges facing these companies and the technologies to
help solve them, using real-world case studies and business strategies to help readers make sound
technology investment decisions. You can access iQ Magazine at this URL:

http://www.cisco.com/go/iqmagazine

or view the digital edition at this URL:

http://ciscoiq.texterity.com/ciscoiq/sample/

• Internet Protocol Journal is a quarterly journal published by Cisco Systems for engineering

professionals involved in designing, developing, and operating public and private internets and
intranets. You can access the Internet Protocol Journal at this

http://www.cisco.com/ipj

• Networking products offered by Cisco Systems, as well as customer support services, can be

obtained at this

http://www.cisco.com/en/US/products/index.html

• Networking Professionals Connection is an interactive website for networking professionals to share

questions, suggestions, and information about networking products and technologies with Cisco
experts and other networking professionals. Join a discussion at this

http://www.cisco.com/discuss/networking

• World-class networking training is available from Cisco. You can view current offerings at

this

URL:

Preface

URL:

URL:

URL:

http://www.cisco.com/en/US/learning/index.html

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CHA P TER

Introducing Cisco Unified MeetingPlace SMTP E-Mail Gateway

See the following sections in this chapter:

• About Cisco Unified MeetingPlace SMTP E-Mail Gateway, page 1-1

• How E-Mail Notification Works, page 1-1

About Cisco Unified MeetingPlace SMTP E-Mail Gateway

Cisco Unified MeetingPlace SMTP E-Mail Gateway is a Cisco Unified MeetingPlace application that
you install on a Microsoft Windows server. This application allows Cisco Unified MeetingPlace to use
your corporate Simple Mail Transfer Protocol (SMTP) e-mail server to distribute e-mail notifications to
invited participants about meetings that are scheduled by using Cisco Unified MeetingPlace. Cisco
Unified MeetingPlace SMTP E-Mail Gateway distributes e-mail notifications when a meeting is
scheduled, changes are made, or the meeting is canceled.

The Cisco Unified MeetingPlace SMTP E-Mail Gateway allows you to do the following:

1

• Distribute e-mail notifications for scheduled, rescheduled, or canceled Cisco Unified MeetingPlace

meetings

• Distribute meeting attachments with meeting notifications

• Provide a link in the e-mail notification that users can use to join the audio, data, or video portion

of a Cisco Unified MeetingPlace meeting

• Notify the meeting scheduler that consecutive meetings have not been attended or that the term set

for scheduled meetings is about to expire

How E-Mail Notification Works

The following is an overview of how Cisco Unified MeetingPlace distributes e-mail notification to users
who are invited to attend a meeting:

1. A user schedules a meeting in Cisco Unified MeetingPlace.

2. The Cisco Unified MeetingPlace Audio Server places a notification of the schedule in a post office

box.

3. Cisco Unified MeetingPlace SMTP E-Mail Gateway then completes the following:

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1-1

How E-Mail Notification Works

–

–

–

–

–

–

Chapter 1 Introducing Cisco Unified MeetingPlace SMTP E-Mail Gateway

Gets the schedule notification from the post office.

Verifies that the user profile of the scheduler is configured to send notifications.

Reviews the schedule and determines which notification template to use to create the e-mail
messages that will be distributed to the invited participants.

Verifies that the user profiles of meeting invitees are configured to receive notification.

Uses the information in the schedule and in Cisco Unified MeetingPlace user profiles to create
an e-mail message for each invited participant.

Passes these messages to the corporate SMTP e-mail server to distribute to the participants.

1-2

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2

Installing Cisco Unified MeetingPlace SMTP E-Mail Gateway

This chapter describes how to install Cisco Unified MeetingPlace SMTP E-Mail Gateway.

See the following sections:

• Preparing for the Installation, page 2-1

• Installing the Cisco Unified MeetingPlace Gateway SIM, page 2-2

• Installing Cisco Unified MeetingPlace SMTP E-Mail Gateway, page 2-3

• Verifying the Cisco Unified MeetingPlace SMTP E-Mail Gateway Installation, page 2-5

• Stopping and Restarting the Cisco Unified MeetingPlace SMTP E-Mail Gateway, page 2-5

• Uninstalling Cisco Unified MeetingPlace SMTP E-Mail Gateway, page 2-6

Preparing for the Installation

To prepare for the Cisco Unified MeetingPlace SMTP E-Mail Gateway installation, complete the
following tasks:

• Verify that you have the supported system requirements by reviewing the System Requirements for

Cisco Unified MeetingPlace, at

http://www.cisco.com/en/US/products/sw/ps5664/ps5669/prod_installation_guides_list.html.

• Fill in Table 2-1 so you have all of the information needed to complete the installation.

• If applicable, uninstall the current release of Cisco Unified MeetingPlace SMTP E-Mail Gateway

by doing the procedure in the

section on page 2-6.

Note If you have customized notification templates, we recommend that you save those templates in a

different file or using a different extension before you install this software. This installation can
overwrite your current templates with new templates that include features that are new in this software.
You can use the templates that you save to customize the new templates. See the

Templates” section on page 4-2 for information about how to access the current notification templates.

“Uninstalling Cisco Unified MeetingPlace SMTP E-Mail Gateway”

“Accessing Notification

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