Cisco Cisco TelePresence Management Suite (TMS) Version 15 User Guide

Browse to the systems or search using one of the 
following:

Search: Type the text that is part of the name of a 
room. This does not search by location.

Location: Select a location to show only the rooms 
in the location.

Select the rooms you want to add.

Click Rooms-> and then OK.

You can also use the Outlook address book or 
Room Finder to search for TelePresence rooms 
in the list of all rooms in your organization.

If you want to allow additional people to join your 
meeting using video devices that are not available for 
scheduling in your organization, you can reserve 
capacity for them. These can be supported personal 
video devices like the Cisco TelePresence EX90 or Cisco 
Jabber application.

In the Add call-in participants box, enter the number of 
additional video devices you want to allow to join. 

This number does not include any devices 
scheduled using Add TelePresence Rooms.

Using the Advanced TelePresence Settings link, you can 
customize your TelePresence meeting. See the Advanced 
TelePresence Settings section, for more information.

When you finish entering your meeting details and 
setting meeting options, click Send.

The WebEx Productivity Tools communicates with 
your WebEx site and adds WebEx information to 
your meeting and then the meeting request is sent.

After your meeting is successfully booked, the meeting 
appears on your Outlook calendar and contains all the 
information necessary for you to join the meeting. All 
invitees receive a meeting invitation with the same 
information.

When the meeting begins, participants from scheduled 
TelePresence rooms join using a button on the 
TelePresence endpoint display or are automatically 
connected at the meeting start time.

WebEx participants click the Join Using WebEx link in 
the meeting invitation.

Additional people attending using video devices, join 
using the Video address specified under Join Using 
TelePresence in the meeting invitation.

The following settings allow you to customize the 
TelePresence portion of your meeting:

The following options allow you to customize the default 
settings for WebEx meetings. Some options are 
unavailable if your administrator has turned them off.

For details on all advanced TelePresence and WebEx 
options, refer to the WebEx and TelePresence Integration 
to Outlook Help available in Outlook.

Meeting PIN

Create a numeric password to 
keep random people from calling 
in to the TelePresence meeting

The PIN is included in the email 
invitation. Invitees must enter the 
PIN to join the TelePresence 
meeting.

Billing code

Enter the billing code for this 
meeting if your administrator has 
not already specified one.

Meeting 
connection type

These options define how the 
scheduled TelePresence systems 
will connect to the meeting at the 
scheduled starting time.

For information about each 
option, select the option using 
the drop-down menu and then 
hover your mouse over the blue 
question mark icon.

Add call-in and 
call-out settings

These options define how people 
can call in to the meeting and 
how they can be automatically 
called and connected when the 
meeting starts.

Service type

Select the type of meeting you 
want to schedule

Meeting Center Pro meeting is 
the default meeting type.

Meeting password

Specify a password for joining 
the WebEx meeting.

Exclude password 
from email 
invitation

Exclude the meeting password 
from the email invitations.

List this meeting on 
the WebEx site

Display this meeting in the 
meeting calendars on your 
WebEx site

Attendees can join 
the meeting [x] 
minutes before 
starting time

Allow invitees to join the meeting 
within a set number of minutes 
before the scheduled starting 
time.

Conference type

Select how your participants 
connect to audio in the meeting 
and options for global call-in 
number, joining the meeting 
before the scheduled start time or 
toll-free number.

Entry & exit tone

If you select WebEx Audio, you 
can select how participants are 
announced when entering the 
meeting.

Options for requiring attendee registration or 
automatically accept all registrations.

Options for Info tab templates, selecting an alternate 
host, automatically playing a presentation before the 
host joins the meeting and saving all settings as default.