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User’s Guide for the Polycom RealPresence Group Series and the Polycom Touch Control
Polycom, Inc. 21
Using Microsoft Outlook Calendaring
If your system is configured to connect to the Microsoft Exchange Server, you view scheduled meetings on
the RealPresence Group Series Home screen. If you have completed configuration steps, you can also call
from calendar meetings. To view or join meetings, refer to the following sections:
Viewing Scheduled Meetings on page 21
Calling From Meetings on Your Calendar on page 21
Viewing Scheduled Meetings
If your RealPresence Group system is configured to connect to the Microsoft Exchange Server, you can
view scheduled meetings on the Home screen.
To view more information about a meeting on the calendar, highlight the meeting. Depending on how your
system is configured, private meeting details might not be visible. You might also see reminders displayed
on the system a short time before each meeting.
To view scheduled meetings from the calendar:
» From the Home screen, touch Calendar or the date and time display at the top of the screen.
When calling a contact with multiple devices, the RealPresence Group system attempts to place the
call as follows:
1 Using the first call type in the preferred dialing order configured by the administrator, the system
calls the first device listed for the directory entry, then the second device, and so on until the call
connects.
2 If the call fails to connect to any device, the system attempts to place the call using the next call type
in the preferred dialing order, starting with the first device, then the second device, and so on until
the call connects.
To call a specific device, touch the Info button next to the entry, and then touch the number for
the device that you want to call.
Calling From Meetings on Your Calendar
RealPresence Group systems can connect to Microsoft Exchange Server 2010 or 2013 and retrieve
calendar information, including meeting details. If the meeting was created using the Polycom Conferencing
Add-in for Microsoft Outlook, the RealPresence Group system can:
● Identify video-enabled meetings with a icon displayed on the system calendar.
● Let users join the meeting without knowing the connection details.
If your RealPresence Group system is configured to connect to the Microsoft Exchange Server, and the
Polycom Conferencing for Microsoft Outlook add-in is installed at your site, you can join a scheduled
meeting from the Calendar screen. If the home screen does not display calendar information, the system is
not registered with the Microsoft Exchange Server. If no meetings are scheduled, a “No Meetings Today”
message is displayed.
To join a scheduled meeting from the Calendar screen:
1 From the Home screen, touch Calendar or the date and time display at the top of the screen.