This integrated solution supports enhanced interoperability between Webex Meeting Centre and a variety of Telepresence and video endpoints, combined with high quality Audio.
The functionality delivered includes:
Webex Productivity Tools with Telepresence integrates with Microsoft Outlook by adding a special panel to meeting invitations.
Using this panel and the advanced settings, you can book meetings that include Telepresence and Webex, Telepresence only, and Webex only.
Note: Webex Productivity Tools with Telepresence need Outlook to be in online mode in order to book Telepresence resources.
If Productivity Tools are already installed, a special button will appear on your Outlook toolbar. If not, you may need to perform the installation yourself. Request this information from your administrator.
From the Productivity Tools panel, you can access the following Telepresence options:
The following Webex options are available for a CMR meeting:
To access help, click on the ‘Schedule Meeting’ drop-down button, then select
‘Help’ from the pop-up menu:
Tip: You can also create a meeting directly from the Calendar.
Tip: You can also use the Outlook address book or Room Finder to search for Telepresence rooms in the list of all rooms in your organisation.
If you want to let more people to join your meeting using video devices that aren’t available for scheduling in your organisation, 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 join.
Note: This number does not include any devices scheduled using 'Add Telepresence Rooms'.
Using the Advanced Telepresence Settings link, you can customise your Telepresence meeting.
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 in your Outlook calendar and contains all the information you need to join the meeting. All invitees receive a meeting invitation with the same information.
Note: Other scheduling methods will be covered by your video managed service provider.
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 (who will connect to the video estate), join using the ‘Video address’ specified under ‘Join Using Telepresence’ in the meeting invitation.
For details on all advanced Webex and Telepresence options, refer to the Webex and Telepresence integration to Outlook help available in Outlook.
Note: You can’t move a meeting from the past to the future. This includes changing the start time of a meeting that’s already ongoing.
We also recommend the following practices to keep calendars consistent and ensure a reliable booking experience:
With Cisco Smart Scheduler, Macintosh, mobile and other non-Windows users can schedule CMR meetings using a simple web-based interface which is touch-screen friendly.
Smart Scheduler needs one of the following browsers:
The My Meetings page appears
Tip: To change the default date and time format, click your name in the blue bar at the upper-right portion of the Smart Scheduler page
Tip: To add a Telepresence device that is not available in the list of Telepresence rooms, you can add it as a video call-in participant.
You can allow additional video and audio participants that aren’t available in the Telepresence rooms list.
To add an agenda, Telepresence meeting PIN or billing code, click ‘Additional Settings’ and enter the appropriate information.
After your meeting is successfully booked, you’ll receive a confirmation email.
This confirmation email provides all the information necessary for the people you invite to join the meeting. Attached to the email is ConferenceInvitation.ics
Using your email client, forward the meeting invitation to the people you want to invite to your meeting.
When the meeting begins, participants from Telepresence rooms join using a button on the Telepresence endpoint display or are automatically connected at the meeting start time.
Webex participants click ‘Join Using Webex’ in the meeting invitation from a computer or mobile device.
Video call-in participants join using the video address provided in the meeting invitation.
Audio call-in participants join using one of the audio call-in numbers in the meeting invitation.
If configured by your administrator, you can also add Webex to your meeting invitation directly from Outlook by including a special invitee - the Webex Scheduling Mailbox. The mailbox may be called simply ’Webex’ or something different - request this information from your administrator if it hasn’t been made available to you.
When the meeting begins, participants join the meeting the same way as detailed in the ’Joining the meeting’ section above.
When scheduling conferences with Cisco TMS, it’s not necessary for the user to worry about network protocols, MCUs, or gateways. Cisco TMS handles infrastructure choices and compatibility checking of all these things automatically. Advanced users may still tune and tweak the selected methods for the conference as needed.
a) for 'Title', enter a conference title. It will be displayed in all Cisco TMS interfaces, and in email notifications about the meeting.
b) for 'Type', select either ‘Automatic Connect’ or ‘One Button to Push’
For endpoints that do not support 'One Button to Push', the meeting organiser adds a video dial-in number and participants on those endpoints will connect to the meeting via that number.
Note: For information about additional conference types, please refer to the in-application TMS help.
c) set the ‘Start Time’ and the ‘End Time’ or ‘Duration’ for the meeting
d) make sure ‘Include Webex Conference’ is checked
e) optionally, enter a ’Webex Meeting Password’
Note: If you don’t enter a password, Webex will automatically generate one. It’ll be displayed on the ‘Confirmation’ page, after you successfully schedule the meeting.
f) optionally, click ‘Recurrence Settings’ to create a series of meetings that are tied together, such as a weekly or daily meeting.
Note: If 'Secure' is set to 'Yes', Cisco TMS will only allow systems that support encryption to participate in the conference.
a) Available participants and a planner view with their availability is displayed based on existing scheduled and ad hoc meetings. The coloured vertical lines represent your current requested time for the scheduled meeting
b) Add participants to the meeting by selecting their checkbox and clicking the > button to add them to the list of selected participants on the right side of the window. Adding network infrastructure components, like MCUs and dateways, is optional as Cisco TMS will handle this for you automatically
c) Use the ‘External’ tab to add systems not managed by Cisco TMS, for example endpoints in other organisations, or telephone participants
d) When all participants have been added, click ‘OK’.
You return to the conference page, with the participant section of the page now showing your selected participants, and some additional tabs. These additional tabs allow advanced scheduling tasks such as altering how calls are connected, or setting specific MCU conference settings for the meeting
If Cisco TMS is able to complete your request:
If Cisco TMS is unable to complete your booking request:
To book a meeting without advanced settings:
Tip: If you book a meeting with a length of three minutes or less, it won’t be processed by Cisco TMSXE.
Updating Outlook-created bookings from Cisco TMS
If you or your administrator modifies a booking created from Outlook using Cisco TMS, Cisco TMSXE will keep the resource reservations up to date.
Tip: Because of security restrictions in Exchange, Cisco TMSXE won’t be able to update the original booking in your own calendar according to the changes made in Cisco TMS.
If all the requested resources are not available for a meeting, you may get a response from Cisco TMSXE saying that some or all of the Telepresence rooms were reserved, but that routing resources are not booked and / or not available. In this case, the Telepresence part of the meeting has not been set up.
Even if these resources are later freed up, this won’t update the booking.
To get the meeting to include routing you must do one of the following:
If the administrator has made the Cisco Telepresence custom form available to users, it’ll show up as a button / tab in all your meeting requests:
As a meeting organiser you can use this form to specify additional settings for the conference, override the conference defaults, and add external video or audio participants.
To use the form for a new or existing meeting:
Don’t click ‘Save and Close’ as this will only modify your own calendar.
Cisco Telepresence form settings
Reservation type options
Automatic Call Launch - the conference is routed and launched automatically
One Button to Push -an on-screen button becomes available on supported endpoints when the conference starts
Manual Connect - conference routing is set up, and the videoconference master must launch the conference
Reservation Only - only the rooms are reserved. No routing is attempted
The default reservation type will usually include conference routing. If routing resources are unavailable, Cisco TMSXE will attempt to book the meeting as 'Reservation Only' instead.
||Specifying a numeric password here will require dial-in conference participants to enter this password to join the conference,as long as it’s supported by the Multipoint Control Unit (MCU) being used. If in doubt, please check with your administrator.
||You can supply a billing code for the conference that will be saved with the meeting in Cisco TMS (this may be optional or required depending on Cisco TMS settings defined by your administrator).
||Use this button to add video or audio participants not listed in Exchange to the meeting. See 'Adding call-in and call-out participants' in the next section.
Using the Cisco Telepresence form you can add video or audio participants that aren’t bookable as resources in Exchange and Cisco TMS to your meeting.
To add call-in or call-out participants to your conference:
To delete participants, select them from the list and click ‘Delete Selection’.
Recurring CMR Hybrid meetings are supported with the following exceptions:
How a meeting ends depends on the following three factors:
Note: Extending a meeting is supported for both Telepresence and Webex by using the 'Extend Mode' setting when scheduling a meeting in TMS.
The meeting ends at the scheduled end time under any of the following circumstances:
The meeting extends beyond the scheduled end time under any of the following circumstances:
Note: Telepresence meeting extension isn’t guaranteed. If resources (ports) are fully booked at the scheduled end time of the meeting, the Telepresence meeting will end.
Remote participants join the meeting by logging in to the Webex Meeting Centre web or mobile applications. By default, Webex participants see the live video of the actively speaking Telepresence or Webex participant.
Content shared by a Cisco Telepresence participant is displayed automatically in the Meeting Centre application, and Webex participants can share their desktop or application with Telepresence participants.
Webex participants also see an integrated list of all Webex meeting participants. The Webex annotation feature is supported - Webex participants can annotate using the standard annotations tools, and both Webex and Telepresence participants can see the annotations. The annotation tools are not available, however, for Telepresence participants.
When the first Webex participant joins, 'Telepresence systems' appears in the list of Webex participants and in the row of Webex participants in 'Full Screen' view. This indicates that it’s a Cisco CMR Hybrid meeting. Individual Telepresence users aren’t listed in the Webex participants list. Instead, only 'Telepresence systems' is listed.
For Webex participants to share their presentation with Telepresence participants, they must do the following:
To use the full screen while presenting, Cisco recommends setting your computer to a 4:3 aspect ratio screen resolution. The following screen resolutions are recommended:
Webex users can share a presentation by taking the ball and then selecting the content to present. If the Webex site doesn’t allow Webex participants to take the ball, the Webex host must pass the ball to the Webex participant. Alternately, an attendee can use the host key to become the new host. Then this new host can assign the presenter ball to themselves to present.
When attending the meeting using the Webex Meeting Centre web client (Windows or Mac), you have two basic ways to experience the meeting:
When you log in to the meeting, the Webex client displays the default view. The default view displays a video window and participant list on the right and the presentation being shared on the left. The video window shows the current active speaker (either Telepresence or Webex).
Full screen view displays the active speaker in a large image at the top of the window and Webex participants at the bottom of the window. When in full screen mode, the presentation isn’t visible.
Webex participants can go into full screen mode to see all of the other Webex participants. While in full screen mode, a participant sees all other Webex participants plus the video of a Telepresence participant when the participant is the active speaker.
To go into full screen mode, click the ‘Full Screen’ button in the video window in the default view.
To change back to default view, click ‘Exit Full Screen’ in the upper right corner.
Cisco Telepresence Server or MCU can be configured to display other Telepresence participants in the active speaker window.
Data that's being shared from the Telepresence endpoint is automatically displayed in the Webex Meeting Centre client. Webex participants can also share their desktop or application (document sharing is currently not supported).
Any user can take the ball to start sharing, eliminating the need for the host to have to pass the ball. This is a Webex admin feature option and is available at the site level. The Webex ball automatically passes to the Telepresence endpoints that connect and start sharing.
All Webex participants automatically see the active speaker from both Telepresence and Webex - similar to the experience available today with all-Webex meetings. Webex active speakers are also visible to Telepresence endpoints.
When a meeting participant on a Telepresence endpoint is the active speaker, and they’re using Telepresence server with 'Active Presence' (filmstrip view), users will see up to 9 Telepresence non-active speaker participants. Non-active speaker Webex participants can be seen in full screen theatre view on a desktop client using PC or Mac.
Once the meeting has started, Webex and Telepresence endpoints are automatically joined for audio, two-way video and data sharing.
The data sharing experience is similar to a standard Telepresence meeting, the Telepresence attendee simply connects their Video Graphics Array (VGA) cable, and the shared content appears on the dedicated presentation monitor (if available) or as picture-in-picture (PIP) on single screen endpoints. Please note that for some Telepresence systems, a user may have to press the ‘presentation / view PC’ button to activate sharing.
Video of the active speaker in the Telepresence room is streamed to other Telepresence rooms, as well as Webex users. The participants in the Telepresence room(s) can also view video from the Webex active speaker. The Active Presence filmstrip with Telepresence Server will show all Telepresence endpoints joining the call plus the last active Webex speaker.