RADVision Scopia User Manual

SCOPIA Video Gateway for Microsoft Lync

User Guide

Version 7.7

RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

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User Guide for SCOPIA Video Gateway for Microsoft Ly nc Version 7.7, November 2011

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Table of Contents| iRADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Table of Contents

1 Making Video Calls between Lync Clients and H.323 Devices

What is SCOPIA Video Gateway for Microsoft Lync?....................................................2

Setting up the L y nc Client Contact List ..................................................................3

Accessing your Personal V irtual Room....................................................................9

Making a Video Call from a Lync Client to an H.323 Endpoint...................................... 11

Making a Video Call from a Lync Client to a Public H.323 Endpoint............................... 12

Making a Video Call from an H.323 Endpoint to a Lync Client...................................... 14

Creating a Video Conference in a Virtual Meeting Room............................................ 14

Joining a Conference in Progress Using your Lync Client............................................ 15

2 Scheduling SCOPIA Meetings in Microsoft Outlook

Installing the iVIEW Microsoft Outlook Add-on........................................................ 18

Sending a Meeting Invitation with iVIEW Microsoft Outlook Add-on............................... 18

Joining a Videoconference from an Invitation in iVIEW Microsoft Outlook Add-on ............. 19

Changing Virtual Meetings from iVIEW Microsoft Outlook Add-on ................................. 20

Modifying an iVIEW Microsoft Outlook Add-on Invitation...................................... 20

Cancelling an iVIEW Microsoft Outlook Add-on Meeting....................................... 21

Modifying the Recurrence of an iVIEW Microsoft Outlook Add-on Meeting................. 21

Uninstalling the iVIEW Microsoft Outlook Add-on .................................................... 21

1

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Making Video Calls between Lync Clients and H.323
Devices

While making calls between two Microsoft Lync Clients or between two H.323 endpoints is
documented elsewhere, thi s section focuses on how to makes calls between a Microsoft Lync
Client and an H.323 endpoint.

When extending the reach of Lync Clients to include H.323 endpoints, bear in mind that an
endpoint can also be present in a physical conference room in an enterprise. Therefore you also
need to set up contacts in your Lync Client which represent the conference rooms, so they can be
contacted like any other Lync Client appearing in your Contact List.

• What is SCOPIA Video Gateway for Microsoft Lync?....................................... page 2

• Setting up the Lync Client Contact List ..................................................... page 3

• Accessing your Personal Virtual Room....................................................... page 9

• Making a Video Call from a Lync Client to an H.323 Endpoint.......................... page 11

• Making a Video Call from a Lync Client to a Public H.323 Endpoint................... page 12

• Joining a Conference in Progress Using your Lync Client................................ page 15

• Creating a Video Conference in a Virtual Meeting Room................................ page 14

• Making a Video Call from an H.323 Endpoint to a Lync Client.......................... page 14

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

What is SCOPIA Video Gateway for Microsoft Lync?

SCOPIA Video Gateway for Microsoft Lync is a video network device that allows you to make video
calls between the Lync Clients and H.323 video endpoints. H.323 video endpoints are “physical”
endpoints: meeting rooms equipped with room systems and personal endpoints typically located
on a desktop. Calling an H.323 video endpoint is just like when calling any other Lync Client. You
can also call from an H.323 video endpoint to a Lync Client.

Figure 1-1 Lync Client in a call with an H.323 video endpoint

If your organization deploys a SCOPIA Solution as the video network, you are able to use these
additional features:

• Creating a video conference in a virtual meeting room or in your personal virtual room and

invite other Lync Clients or H.323 video endpoints.
A virtual meeting room is literally a virtual room that serves as a meeting place and shows

several participants at the same time, instead of showing only one participant at a time as in
a Lync video call. Figure 1-2 shows a virtual meeting room attended by three participants
using their Lync Clients and the rest of participants joining from meeting rooms using
H.323 video endpoints.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Figure 1-2 Virtual meeting room

• Joining one of the video conferences in progress.

• Seeing a presentation shared by an H.323 endpoint.

When an H.323 endpoint shar es cont ent in a video call or in a videoconference, the SCOPIA
Video Gateway automatically switches to the presentation channel and starts sending the
presentation to the Lync Client. The presentation is supported in H.264 format with a
maximum resolution of 720p at 30fps; the minimum supported resolution is VGA at 30fps.

This feature is available in every point-to-point call between an H.323 endpoint and a Lync
Client when you share presentation from the H.323 endpoint side and also when sharing a
presentation in a videoconference housed by an MCU (RADVISION or third-party).

Contact your network administrator to check if these features are available in your organization.

Setting up the Lync Client Contact List

You need to setup your Lync Client Contact List so that it contains meeting rooms equipped with
H.323 room systems.

If your video network supports additional videoconferencing features, you need to add contacts
that represent these features to the Contact List:

• Virtual meeting rooms — Virtual meeting rooms are used for creating videoconferences with

many participants. The video layout of a virtual meeting room allows you to see many
participants at the same time.

• Auto Attendant — This contact provides easy access to the list of videoconferences in

progress. You select the conference you want to join from this list.

• Your personal virtual room — This contact provides immediate access to your personal virtual

room from where you can create videoconferences with many participants at the same time.

The Contact List shows the availability status (presence) of contacts in real time. The list also
reflects the availability of a contact that was set up to receive calls simultaneously on more than
one device (for example, on a Lync Client and on an H.323 endpoint).

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

The Contact List displays default user pictures next to the name o f a meetin g room, pe rsonal
virtual room, virtual room or Auto Attendant, as it does for any other contact. See Figure 1-3 on

page 4.

Figure 1-3 Default picture of a Lync user

RADVISION provides custom pictures to quickly track video equipment in the Contact List. Ask your
network administrator for the availability of this service.Table 1-1 on page 5 lists the custom
pictures. Step 6 in this procedure explains how to replace the contact’s default picture with a
custom picture once it is available.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Table 1-1 Pictures representing video equipment in the Contact List

Picture Description

Meeting room

Virtual meeting room / personal virtual room

Auto Attendant

Before You Begin

Contact your network administrator to find out if your video network supports additional features.
If it does, you need to add virtual meeting rooms and Auto Attendant to the Contact List in
addition to meeting rooms. The names of these additional contacts are determined by your video
network administrator.

Procedure

Step 1 Open your Lync Client.
Step 2 Add meeting rooms to the your Contact List:

a. Type “meeting room” in the Search box.

A list of meeting rooms is displayed.

Note: If the list is empty, ask your video network administrator for the name given to

meeting rooms, and type that name into the Search box.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Figure 1-4 A list of meeting rooms

b. Hold down the Ctrl key and select the required meeting rooms.
c. Right-click and select Add to Contacts List.

Figure 1-5 Right-click menu showing Add to New Group option

The meeting rooms you selected appear under the new group heading.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Figure 1-6 New group for meeting rooms added to the Contact List

d. Change the new g roup name to “Meeti ng Rooms”.

Note: You can also choose to add all the meeting rooms of your organization as a group contact

by searching for the Meeting Rooms group in your Contact List and adding it to the list as
explained above. You cannot change the name of the Meeting Rooms group.

Step 3 If necessary, add virtual meeting rooms to your Contact List:

a. Type “virtual room” in the Search box.

The Virtual Room contact group is displayed.

Note: If the list is empty, ask your video network administrator for the name given to

virtual rooms, and type that name into the Search box.

Figure 1-7 The Virtual Room contact group

b. Right-click the Virtual Room contact group and select Add to Contact List.

The new contact group for virtual rooms is added to your Contact List.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Step 4 If necessary, add the Auto Attendant to your Contact List :

a. Type “auto” in the Search box.

The Auto Attendant contact is displayed.

Note: If the list is empty, ask your video network administrator for the name given to the

Auto Attendant, and type that name into the Search box.

Figure 1-8 The Auto Attendant contact

b. Right-click the Auto Attendant contact and select Add to Contact List > Other Contacts.

The Auto Attendant is added to your Contact List.

Step 5 Add your personal virtual room to your Contact List:

a. Type the name of your personal virtual room in the Search box (My Virtual Room in the

example shown in Figure 1-9 on page 8).
The personal virtual room contact is displayed.

Figure 1-9 The personal virtual room contact

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

b. Right-click the contact and select Add to Contact List > Other Contacts.

The personal virtual room contact is added to your Contact List.

Step 6 If required, replace the contact’s default picture with the cus tom pictur e:

a. Select the Lync options.
b. Select My P ict ur e.
c. Select Show a picture from a web address.

d. Connect to the selected picture.

Accessing your Personal Virtual Room

Your virtual room is your personal meeting place that was set by your administrator. This meeting
room has a special number that you can use to host your meetings. The virtual room number is
set by your network administrator and cannot be changed by users. The room is associated with
your corporate user name and password so you can easily access the room definitions and change
them at any time.

Procedure

Step 1 To join from your Lync Client, open the Lync Client window.

The Contact List is displayed.

Step 2 Right-click the contact My Virtual Room and select Start a Video Call.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Figure 1-10 Accessing your personal virtual room

Note: Even when you’re in a call, the contact shows that your personal virtual room is available.

The welcome screen of your personal virtual room appears on the display.

Figure 1-11 The welcome screen of My Virtual Room

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Making a Video Call from a Lync Client to an H.323 Endpoint

You can make a video call from your Lync Client to a meeting room equipped with the H.323 room
system in the same way as you make a video call to another Lync Client.

Procedure

Step 1

Open the Lync Client.
The Contact List is displayed.

Step 2 Right-click the meeting room you want to call and select Start a Video Call.

Figure 1-12 Starting a video call from the Contact List

The video call is established. You can see participants in the meeting room.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Figure 1-13 The Lync Client window showing video from the meeting room

Making a Video Call from a Lync Client to a Public H.323 Endpoint

You can make a video call from your Lync Client to a meeting room equipped with the H.323 room
system and located outside the organization‘s firewall. The meeting room user needs to provide
you with an IP address and a calling number prior to call setup.

Ask your video network administrator which one of these URI dialing formats you can use for
calling the public H.323 endpoint:

• [e-mail]. In this instance you dial the IP address of the H.323 endpoint followed

by a domain name that your video network administrator has allocated for calling public
H.323 endpoints.

• 123@1.2.3.4. In this instance you dial the H.323 calling number followed by its IP address.

You can add this contact to your List of Contacts; the contact’s presence is always unknown.

Procedure

Step 1

Step 2 Select Start a Video Call.

Open the Lync Client.
Enter the public IP address of the H.323 endpoint you want to call.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Figure 1-14 Starting a video call to an H.323 meeting room outside the

organization

The video call is established. You can see participants in the meeting room.

Figure 1-15 The Lync Client window showing video from the meeting room

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Making a Video Call from an H.323 Endpoint to a Lync Client

This section describes how to make a video call to a Lync Client from an H.323 endpoint: a room
system or a personal endpoint. It does not detail the interface of any specific endpoint model,
but the examples use the SCOPIA XT1000 Series to illustrate each of the steps.

Before You Begin

Contact your administrator for this information:

• Service number of the SCOPIA Video Gateways used in your deployment

• The URI of the Lync Client you want to call, like [e-mail], or the E.164 number of

the Lync Client you want to dial.

Procedure

Step 1 In the room system, enter the URI of the Lync Client contact, like [e-mail].

Alternatively you could dial the SCOPIA Video Gateway service number and the Lync contact E.164
number.

For example, if you are making a video call from a SCOPIA XT1000 Series, perform these steps:

a. In the Main Menu page, select Make your call.
b. Enter the URI address, or dial the service number and the E.164 number using the Remote

Control Unit.

c. On the Remote Control Unit, press the Call button .

Step 2 The incoming call indication appears on the Lync Client, your p arty should select Accept, and

then, after the video call is establishe d, select Start My Video.

Creating a Video Conference in a Virtual Meeting Room

You can create a video conference by notifying participants to join a virtual meeting room. A
virtual room shows several participants at the same time. Each participant connects to the virtual
room independently from their Lync Client.

This feature is available only in deployments using a SCOPIA Solution. Contact your video network
administrator to find out whether this feature is available in your organization.

Procedure

Step 1

Step 2 To join from your Lync Client, open the Lync Client window.

Create an invitation to all participants to join the virtual meeting room, using the iVIEW Microsoft
Outlook Add-on (see “Scheduling SCOPIA Meetings in Microsoft Outlook” on page 17).

Participants can join the meeting from their H.323 endpoints, or from their Lync Clients.

The Contact List is displayed.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Step 3 Double-click the Virtual Room group to expand the group.

The virtual meeting rooms are displayed.

Figure 1-16 Virtual meeting rooms displayed in the Contact List

Step 4

Right-click the available virtual meeting room, and then select Start a Video Call.
The virtual meeting room is displayed.
Other participants who joined the virtual room from their Lync Clients or H.323 endpoints can be

seen in the virtual room.

Note: Avoid inviting participants directly from your Lync Client. They should join the conference

by dialing in from their endpoint or Lync Client.

Joining a Conference in Progress Using your Lync Client

If you want to join a conference happenning at this moment, you can do it easily using the Auto
Attendant as described in this section.

This feature is available only in deployments using a SCOPIA Solution. Contact your video network
administrator to find out whether this feature is available in your organization.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Procedure

Step 1 Open the Lync Client.

The Contact List is displayed.

Step 2 Right-click the Auto Attendant contact and select Start a Video Call.

The video menu shows a list of conferences in progress, each clearly numbered.

Step 3 Select the number pad icon in the Lync window to open the Lync Client’s number dial pane

(Figure 1-17).

Figure 1-17 Using Lync’s dial pad to choose a conference on the Auto Attendant

Step 4 Enter the number corresponding to the displayed conference you wish to join.

The videoconference window is displayed, showing the conference view with several participants.

2

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Scheduling SCOPIA Meetings in Microsoft Outlook

There are two ways to schedule virtual meetings from within Microsoft Outlook.
You could use the SCOPIA Desktop Microsoft Outlook Add-on, which schedules regular Outlook

meetings and embeds web links (URLs) to easily and quickly join the virtual meeting either from
a SCOPIA Desktop Client or a Microsoft Lync Client when available.

Alternatively, the iVIEW Microsoft Outlook Add-on allows users to schedule virtual meetings by
combining the scheduling features of Outlook with the scheduling functionality of SCOPIA iVIEW
Management Suite.

In this way, users can see when people are available for the call and when the video network
device resources are available for the call, ensu ring high quality conferencing for the duration of
the meeting.

The remainder of this section is devoted to creating meetings using the iVIEW Microsoft Outlook
Add-on.

• Installing the iVIEW Microsoft Outlook Add-on............................................ page 18

• Sending a Meeting Invitation with iVIEW Microsoft Outlook Add-on................... page 18

• Joining a Videoconference from an Invitation in iVIEW Microsoft Outlook Add-on . page 19

• Changing Virtual Meetings from iVIEW Microsoft Outlook Add-on ..................... page 20

• Uninstalling the iVIEW Microsoft Outlook Add-on......................................... page 21

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Installing the iVIEW Microsoft Outlook Add-on

Contact your system administrator to install the iVIEW Microsoft Outlook Add-on on your
computer.

Sending a Meeting Invitation with iVIEW Microsoft Outlook Add-on

Sending a meeting invitation using the iVIEW Microsoft Outlook Add-on is similar to sending a
regular Microsoft Outlook meeting request, but it already contains text in the body of the
invitation with web links (URLs) for the recipients to easily and quickly access your virtual
meeting. You can also specify conference passwords (PINs), streaming and recording options, as
well as specifying specific endpoints as participants in the meeting.

The body of a message sent using the iVIEW Microsoft Outlook Add-on can contain a maximum of
2000 characters. Any characters beyond the 2000th character are not saved when the message is
sent.

Procedure

Step 1 Open a new appointment or meeting request form in Microsoft Outlook.
Step 2 Select SCOPIA Meeting.

If you already have a virtual room defined, your virtual room details are displayed. The
information displayed to the meeting participants includes web links (URLs) to easily and quickly
join the conference using any endpoints, SCOPIA Desktop Clients or Microsoft Lync Clients when
available.

Step 3 Enter passwords (PINs) if you want to restrict access to your meeting to those who know the access

PIN, or to restrict moderator features to those who know the moderator PIN.

Step 4 To use virtual room settings different from your default settings, select Advanced, and configure

advanced settings:

a. Select a meeting type form the list.
b. Select a meeting loca tion from the list to in struct SCOPIA iVIEW Management Suite where to

schedule the meeting (available only in multiple-location deployments).

c. If you entered a moderator PIN, you can enable the Place participants in a ‘waiting room’

option. This option allows to place all participants joining a meeting before a moderator in a
virtual meeting room. Then the participants are connected only after the moderator joins.

d. If you entered a moderator PIN, you can enable the Automatically record meeting option.
e. Enable the Automatically stream meeting option to automatically start streaming when the

meeting starts (available only when SCOPIA Desktop Server is configured in iVIEW
Management Suite).

f. Enter the number MCU ports you want to reserve for the meeting.

g. To invite specific endpoints, select From Directory or By Address, select an endpoint, and

then select Invite Selected Terminal.

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Step 5 Select OK to save the iVIEW Management Suite scheduling request and close the SCOPIA Meeting

window.
The SCOPIA Meeting button is selected and the name of the virtual room appears in the Location

field of the appointment or meeting request form.

Step 6 Specify invitees in the To field.
Step 7 (Optional) Select Cancel Meeting to change this meeting from an iVIEW Management Suite

meeting to a generic Outlook meeting.

Step 8 Select Send to send the meeting request to iVIEW Management Suite.

If scheduling succeeds, iVIEW Management Suite sends the invitation to all invitees.
If scheduling fails, iVIEW Management Suite displays an error message.

Joining a Videoconference from an Invitation in iVIEW Microsoft Outlook Add-on

You can send invitations from the Microsoft Outlook calendar using the iVIEW Microsoft Outlook
Add-on to schedule a meeting in the recipient’s calendar. The invitation automatically includes
instructions on joining a videoconference. The text of the invitation includes one or more web
links (URLs) which directly open the videoconference for participation.

The URLs in the calendar invitation usually open a SCOPIA Desktop portal. In some organizations,
the invitation text will also include a URL to directly open your Microsoft Lync window to join the
videoconference, if you have Microsoft Lync installed and a SCOPIA Video Gateway deployed in
your organization.

Procedure

Step 1 Open the invitation you received in MS Outlook.

The meeting invitation includes several links (URLs), including those to join the videoconference
in SCOPIA Desktop, and where applicable, URLs to join the videoconference from your Microsoft
Lync Client.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Figure 2-1 Selecting a link for joining a videoconference

Step 2 Select the link to join the videoconference from the client of your choice.

If you selected the SCOPIA Desktop link, it will open your SCOPIA Desktop Client. If you selected
the Lync URL, your Microsoft client will automatically launch.

Step 3 Start the call by selecting the call icon.

Changing Virtual Meetings from iVIEW Microsoft Outlook Add-on

Meetings scheduled using the iVIEW Microsoft Outlook Add-on are displayed in the iVIEW
Communications Manager web user interface with an Outlook icon next to the meeting entry.

You can modify or cancel meetings scheduled using the iVIEW Microsoft Outlook Add-on only from
within Outlook. You cannot do so from the iVIEW Communications Manager web user interface.

• Modifying an iVIEW Microsoft Outlook Add-on Invitation ................................ page 20

• Cancelling an iVIEW Microsoft Outlook Add-on Meeting ................................. page 21

• Modifying the Recurrence of an iVIEW Microsoft Outlook Add-on Meeting ........... page 21

Modifying an iVIEW Microsoft Outlook Add-on Invitation

You can modify an invitation created from the iVIEW Microsoft Outlook Add-on from within
Outlook in just the same way as you would an ordinary meeting.

Procedure

Step 1
Step 2 Select SCOPIA Meeting.

Open the meeting from the Outlook calendar.

Step 3 Modify the meeting settings as required. For more information on each of the meeting settings,

see “Sending a Meeting Invitation with iVIEW Microsoft Outlook Add-on” on page 18.

Step 4 Select Send Update.

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RADVISION | User Guide for SCOPIA Video Gateway for Microsoft Lync Version 7.7

Cancelling an iVIEW Microsoft Outlook Add-on Meeting

Cancelling an iVIEW Microsoft Outlook Add-on meeting in Outlook is similar to cancelling a regular
Outlook meeting.

Procedure

Step 1

Select the meeting in the Outlook calendar.

Step 2 Select Delete.
Step 3 Select Send cancellation and delete meeting.

Step 4 Select Send.

Modifying the Recurrence of an iVIEW Microsoft Outlook Add-on Meeting

You cannot directly open and edit the recurrence properties of a meeting created with iVIEW
Microsoft Outlook Add-on. You must cancel and create the meeting again.

Procedure

Step 1 Cancel the meeting from the Outlook calendar. See “Cancelling an iVIEW Microsoft Outlook

Add-on Meeting” on page 21.

Step 2 Schedule a new recurring meeting.

Uninstalling the iVIEW Microsoft Outlook Add-on

You can remove the iVIEW Microsoft Outlook Add-on like a standard Windows program.

Procedure

Step 1 Go to Control Panel > Add or Remove Programs on your computer.
Step 2 Select iVIEW Outlook Add-in Integration in the list.

Step 3 Select Remove.

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