TANDBERG MANAGEMENT SUITE 9

Exchange Integration

Installation Manual

D13562 REV.4

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Contents TANDBERG Management Suite

Contents
Microsoft Exchange Integration
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Software requirements
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Installation
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Uninstall TMS Exchange Integration

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Post Installation Setup

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Making a booking using Outlook

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 TANDBERG Management Suite Exchange Integration

Microsoft Exchange Integration

TANDBERG offers an optional component to fully integrate the TANDBERG Management Suite (TMS) with
Microsoft Exchange and Outlook. This integration gives the users the ability to schedule videoconferences, book
meeting rooms and invite participants using their Microsoft Outlook client.

The videoconferencing systems are registered as resources in Exchange, allowing end users to view their
availability when making the booking.

The integration requires a software component to be installed on the Microsoft Exchange server.
Note that there is no need to update any of the Microsoft Outlook clients.

Please see www.microsoft.com for more information about Microsoft Exchange.

Software requirements
The TMS Exchange Integration component supports:

Exchange:
Microsoft Exchange 2000 with Microsoft Exchange service pack 3
Microsoft Exchange 2003

Server OS:
Windows 2000 Server SP3
Windows 2003 Server

Outlook:
Microsoft Outlook 2000
Microsoft Outlook 2002
Microsoft Outlook 2003

Exchange System Manager must be installed.

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Limitations
Only one Exchange server can connect to TMS in one Active Directory domain. If there are multiple domains that
are integrated with the same or different TMS server(s) (in one forest), it is recommended to hide the resources
between the domains. TMS will not correctly build a call route if the resources in a single meeting are split between
the different domains.

All resource accounts representing Videoconference systems in one TMS Exchange Integration must have
mailboxes on the same Exchange server. This server cannot use Exchange Clustering, but the server can work as
a link between a clustered Exchange solution and the TMS server. The Resources will however be accessible to
all users in the same Exchange organisation.

Different versions of a custom form in one Exchange Organization is not supported by Microsoft. However, the 8.0
Exchange Integration Component can use the 9.0 version of the custom form and vice versa.

Installation
Before you start installing the TMS Exchange Integration component on the Exchange server, make sure you are
logged in as a user with local, domain and full Exchange administrator rights.

Close all other applications running on the server.

Download the TMS Exchange Integration software package to the server (or insert the CD ROM into your CD
ROM drive), and start the installation program (setup.exe) for the TMS Exchange Integration.

The installer will search for an already installed version of the TMS Exchange Integration component. If one is
present, the installer will start the uninstall wizard before commencing the installation of the new component. See
section “Uninstall Exchange Integration”

Note: The installation of the TMS Exchange component may require the installation of the additional Windows
components (Windows component update). A list of the components will be show and installed automatically. A
reboot of the server might be required after the installation.

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1. The TANDBERG installer will prepare the installation wizard.

The picture below shows a list of the components that need to be installed before the installation of the TMS
Exchange Integration can continue.

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Exchange Integration TANDBERG Management Suite

2. A welcome window will appear on the screen. Press the ‘Next’ button.

3. Read and accept the License Agreement.

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4. Select the destination folder where Setup will install the files. Click ‘Next’ to accept the suggested path, or
‘Browse’ to change the path.

5. The installer will create a service account with a mailbox on the Exchange server. Select which store on the
Exchange server you would like to use from the scroll-down menu, and click ‘Next’.

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6. Enter the IP address or host name of the TMS server, and the user name and password to an account that has
at least local computer admin rights on the TMS server and Site administrator rights in TMS. HTTPS can now be
used between the servers. If this is enabled a trusted root certificate needs to installed on both servers

Note: The Exchange server needs to be able to reach port 80/HTTP or port 443/HTTPS on the TMS server (in
case of firewall issues).

7. The Exchange Integration will create 3 security groups in the domain. Press the ‘Next’ button to accept the
default values suggested by the installation wizard. They will be created as domain local groups.

Note: Videoconferencing endpoints in TMS need to be registered as resource users in Exchange and will be put
in the first group. Users in your organization that should have access to booking of videoconferences using
Exchange/Outlook should be granted access to the second group, while admins should be granted access to the
third group.

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8. The next page allows you to put all the TMS-Exchange integration users and groups in a separate container in
Active Directory. If you want to put them under an Organizational Unit (or create a new Organizational Unit), click
on the ‘Browse AD’ button. Otherwise click on the ‘Next’ button.

Note: Post-install moving of the users and groups to a different Active Directory Container/organizational unit
through “Active Directory Users and Computers” is not supported.

9. If you clicked on the ‘Browse AD’ button you can specify which Organizational Unit to use, or create a new
Organizational Unit.

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10. Confirm the settings defined in the installation process and select ‘Next’ to start copying files.

11. Click FINISH to complete the installation.

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Notes about the Exchange installation

In order to perform, supervise and synchronize all the bookings between Exchange an TMS, the installation of the
Exchange component causes 2 user-accounts to be created.

In the domain where the exchange server resides, a user ‘tms-service’ is created. On the user database of the
TMS server, a user account ‘tmsconfuser’ is created.

Note: The tms-service account must not have a group policy restricting the “Log on as a batch job” privilege. If
there is such a policy, the following behavior can be seen: It works well right after installation, but after an
undetermined amount of time (based on Group Policy timings) errors like “The configured identity is incorrect”
can be seen in the init-tool logs when you start the init-tool, and in the Event Log. The error will temporarily go
away if you reset the password, but only until the Group Policy is reapplied. The only solution is to make sure the
Group Policy doesn’t remove this privilege.

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Uninstall TMS Exchange Integration

Run ‘setup.exe’ again to uninstall the TMS Exchange Integration component from the Exchange Server or use
‘Add/Remove programs’ from the Control Panel of the server.

The uninstall procedure will remove the user representation created during the install procedure as well as the
address list created for the videoconference systems.

If you tick of the checkbox before you click the ‘Next’ button, the uninstallation script will also remove the
security groups, the service user and all resource accounts with mailboxes on the server. If you leave it
unchecked only the integration program will be uninstalled, and the resources will be hidden from the address
books until you reinstall the TMS Exchange Integration.

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Post Installation Setup

Once the TMS Exchange Integration component is installed on the Exchange server, three important steps need
to be done in order to make the installation complete.

1 - Publish the provided VideoConference form.

2 - Create Exchange User representations for each system registered in TMS
3 - Start Synchronizer to import existing TMS booking entries for videoconference systems

Publish the provided VideoConference Form

A custom appointment form that adds support for videoconference meetings is provided as part of the release
from TANDBERG. It is recommended to place this form under Organizational Forms Library in order to be made
available for all the Exchange end-users in your network. If an Organizational Forms Library already exists on your
Exchange server, this one can be used (make sure permissions are set as described in the following chapter). If
not, one has to be created before importing the custom form. Please see www.microsoft.com/exchange for more
information about Microsoft Exchange.

Creating Organization Forms Library

Be sure you are logged in with full Exchange administrator rights. Go to ‘Administrative Groups’ and then select
the group containing the Exchange Server on which you just installed the Exchange Integration component.
Normally this would be ‘Administrative Groups/First Administrative Group’.

Select ‘Folders’ followed by ‘Public Folder’. Right-click on ‘Public Folder’ and select ‘View System Folders’.

Note: ‘Folders’ may reside on root level if the Exchange System Manger is not configured to show administrative
groups.

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While viewing the System Folders, right-click on ‘EFORMS Registry’ and select ‘New->Organizational Form’

A propertypage for the new Organizational Form library will be displayed. Fill in a suitable name and (optional)
description of the Organizational Forms Library. Choose ‘English (USA) as E-forms language.

Press ‘OK’ to save Organizational Forms Library.

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In order to publish the VideoConference form in the Organizational Forms Library, an Outlook user needs to be
granted “owner” permissions to the Organizational Forms Library. It is recommended only to give one single end
user the ‘owner’ permission (preferably an administrator) , and use this user for publishing the form.

This is done by right-clicking on the created folder, select ‘Properties’. In the pop-up window, select the
‘Permissions’ page.

Click on the ‘Client Permission’ button to change and review permissions for the Organizational Forms Library.

Note that the permission level must be ‘owner’ in order to publish into the library.

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Publish Custom Form

Once the Organizational Forms Library is in place, the Custom Form provided by TANDBERG can be placed
here. As this has to be done from an Outlook client, you need to log on to the mailbox of a user with “owner”
permissions to the Organizational Forms Library (permission levels set as described above).

On the PC where Outlook is running, open the videoconference.oft file provided by TANDBERG.

The file is located where the Exchange Integration component was installed. If you have admin rights to the
exchange server and the default path was not changed during installation, this would be:

\\<exchange server name>\C$\Program Files\TANDBERG\TMSExchange\Video Conference Form\

videoconference.oft

Copy the file to a diskette or CD-ROM or use a network store to run it on the PC where Outlook is running.

Opening this file will cause the following screen to appear. To publish the form, select ‘Tools->Forms->Publish
Forms as ...’, as shown in the picture below.

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A screen for publishing the form will then pop up.

It is important that the fields are filled in exactly as described below (case sensitive).

Look in: select Organizational Forms Library

Display name: enter ‘Meeting’

Form name: enter ‘VideoConference’

Note: ‘Form Name’ is case sensitive and must be entered exactly as described above.

Press ‘Publish’ when done.

You have now completed step 1 (out of 3) of the post installation process.

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Create Exchange User representations for each system registered in TMS

Each videoconferencing system that you want to be able to book and use from Exchange/Outlook needs a
representation in Exchange. This representation is done by adding a ‘User’ in Exchange for each of the
videoconferencing systems.

The user representation for these systems must be set up in a particular manner, and in order to simplify this
process, TANDBERG provides a tool to assist in the creation of these users.

This tool can be found on the Exchange server on which the TMS Exchange Integration component was installed.
Click ‘Start’ menu, ‘Programs’ -> ‘TANDBERG’ -> ‘Exchange Integration Init’

Make sure that you have administrator rights (to create users) on the Exchange server, and start the provided tool
on the Exchange Server.

Note: If the Exchange Integration Init is returning errors when starting it up right after the installation, it should be
shut down and you should wait for at least one hour before starting it up again. This might be necessary for the
changes in the Active Directory and Exchange to propagate in the network.

Note: The user accounts created in Exchange representing the videoconferencing systems do not require any
licenses from Exchange. Exchange licenses are tied up against the number of Outlook installations accessing
the Exchange server. So, accessing lots of different user-accounts through your Outlook client still only uses 1
license.

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The tool will automatically fetch information about all videoconference systems from TMS and present them on the
left hand side of the screen.

Fill in the ‘Default password for mailboxes’. All the user accounts created using his tool will have this
password.

Highlight each of the systems you want registered in Exchange, and select the ‘Add to Exchange’ button. The
system will then be moved over to the column ‘Exchange enabled TMS Systems’.

For each system that you ‘Enable’, a user account with the name tms-’system id’ is created (e.g. from the
previous picture, the following users are created: tms-6, tms-7, tms-8 etc.). The number in front of the system
name in the systems management tool is the system id.

The message ‘No TMS notifications received’ indicates that the Exchange Integration component has not
received any events from the TMS server. This is normal if no bookings have been performed in TMS since the
installation of the Exchange component completed. If this message is still present after usage of TMS, this
indicates that the TMS server can not send emails to the TMS-Service User in the Exchange domain. This will
cause a delay in the synchronization process from TMS to Exchange. Please contact you email administrator to
verify that the SMTP server specified in TMS is configured to deliver emails to the Exchange domain.

The ‘Advanced’ button allows you to change the password for the tms-service account created on the Exchange
server. You can also change the log path, rebuild the TMS server connection and select options for Asynchronous
meeting requests.

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Automatic acceptance of meeting requests

When creating the user accounts representing the videoconference systems, the Exchange Integration Init tool
will try to set all the accounts to automatically accept meeting requests. This is required in order to be able to
book them as resources.

However, in some Exchange environments the tool may not be able to set this parameter (for many reasons). If
this should happen, an indication in the response message received after clicking the ‘Add to Exchange’ button
will be given for the account in question.

You then need to manually set this parameter for each account by logging into the mailboxes through Outlook.

To do this, you need to log on as each user representing the different videoconferencing system, using user
names and passwords created by the above-mentioned tool.

Note: It is recommended to add a new profile and set ‘Logon Network Security’ to ‘None’ when logging on as
another user. Setting ‘Logon Network Security’ to ‘None’ implies that Outlook will not use your NT logon
information when Outlook is opened, but will prompt you for username and password. This way, you only need to
restart Outlook to change to a different user instead of logging completely off your PC.

These steps may vary in other Microsoft Outlook versions. To change Network Logon Security in Outlook 2003,
right click on your Outlook icon and select ‘Properties’.Click on the ‘Show Profiles’ button and select the
Exchange profile you are using. Click on ‘Properties’ for this profile and then select ‘Properties’ again for the
Microsoft Exchange Server. Under the ‘Advanced’ folder, you will find a field called ‘Logon Network Security’.
Set this parameter to ‘NTLM/Kerberos’ (which is called ‘None’ in Outlook 2000) and click ‘OK’ on all the pop-up
windows.

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In Outlook, select ‘Tools’ -> ‘Options’.

Under ‘Preferences’ select the ‘Calendar Options’ button.

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Select the ‘Resource Scheduling’ button.

Tick off the ‘Automatically accept meeting request and process cancellations’ and press ‘OK’. If you are asked
about setting default permissions when clicking “OK” then do so! Even if you want to change the permissions
later.

Customize Calendar permissions

If you would like to customize the calendar permissions, you can right-click on the calendar folder icon in the
“Folder List” pane and click “Properties”.

In the “Calendar Properties” page that pops up, switch to the “Permissions” tab page.

Authors can book and edit/delete their own bookings, Editors can book and edit/delete all bookings.

You have now completed the second step (out of 3) of the post installation process.

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Import existing TMS booking entries for videoconference systems

In the previously mentioned tool, TANDBERG has included a feature to import existing bookings in TMS into the
calendar representations of the videoconferencing systems in Exchange.

It is therefore recommended that you ‘Enable’ all your TMS systems in Exchange before doing this operation.
When later adding new systems to TMS, it is recommended to enable them in Exchange before you start using
them from TMS.

The operation is simply done by pressing the ‘Start Synchronizer’ button on the Exchange Integration Init.

All existing meetings in TMS will now be imported into the videoconference systems representation in Exchange.

The post installation process is now completed (step 3 out of 3), and you are now ready to start booking
videoconferences using Exchange. Remember to give access to the resources by adding people to the ‘Video
Conference Users’ and ‘Video Conference Admins’ groups in ‘Active Directory Users and Computers’

Note: Personal calendars are not updated if changes are made through TMS. When changes are done in TMS,
the resources’ calendars are updated, while the organizer will receive an e-mail from TMS about the update.

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Making a booking using Outlook

Activating the VideoConference Form

Before an end-user can start booking videoconferencing rooms using Outlook, each user must have the new
Videoconference form activated on their Outlook client.

You can change the default form in Outlook by making changes to the Microsoft Windows Registry. The registry
settings specify which forms are substituted for the default Outlook forms. An Exchange administrator can change
this registry entry for all users using login scripts. Please refer to article Q295064 in Microsoft Knowledgebase for
further information (See
http://support.microsoft.com/default.aspx?scid=KB;EN-US;q295064&ID=KB;EN-US;q295064).

The form can also be activated manually by each individual user from their Outlook client:

Right-click the Calendar icon on the user’s Outlook, and select ‘Properties’.

Under the ‘General’ page select ‘Forms..’ from the scroll down menu next to ‘When posting to this folder,
use:’.

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In the pop-up window, select ‘Organizational Forms Library’ from the scroll down menu at the top (under ‘Look
in’), and double click on the posted form called ‘Meeting’ (if you used the naming convention proposed in the
installation guide).

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Booking meetings with Videoconferencing rooms

Booking your videoconference meeting can now be done in the same way as an ordinary meeting room/resource
booking in Outlook. When adding videoconferece systems to the meeting, these can be found in the
‘VideoConference Rooms ’ address book. It is recommended to add each videoconference system as Resource
to the meeting. Select all the videoconference systems and users you want to participate in your meeting.

Note: By adding videoconference rooms as ‘Resource’, Outlook will try to book the meeting directly in the
calendar of the videoconference system before the meeting invitation is sent to the meeting participants. By
adding them in the same way as regular participants (‘Required’), you will get the confirm/reject message per
email later.

Under the ‘Attendee Availability’ folder of your meeting request you will see the free/busy overview of all the
participants in your meeting, including the videoconference systems. This will assist you locating a suitable time
for your meeting.

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Once you add a videoconference system as a resource in your meeting, you will notice that your meeting request
now has been expanded to include a ‘TANDBERG’ page. Under this page, you will be presented with more
detailed information about the videoconference. Here you will also be allowed to set some additional parameters
for your videoconference as well as inviting external participants.

The following parameters and functions are available from the TANDBERG folder of you meeting request:

Quality

Defines the quality of the videoconference call, i.e. the requested bandwidth. If set to ‘Default’, the default
bandwidth defined in TMS will be used.

Picture Mode

Defines the screen layout for multipoint conferences. Options are ‘Enhanced CP’, ‘Continuous Presence’,
‘Voice Switched’ and ‘Default’. If set to ‘Default’, the default value defined in TMS will be used.

Reservation Type

The reservation type parameter indicates what kind of reservation this is. The default value is configured in TMS.
Setting this parameter to ‘Automatic call launch’ will cause the video conference to be set up automatically
when the meeting is due. Setting launch type to ‘Manual Call launch’ requires an end user to confirm the call
setup from each of the endpoint before the call is initiated.

Billing code

This field allows you to enter the billing code which shall be used for the booking. See chapter on ‘Billing Codes’
under ‘Advanced use’ for further details.

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Password

This field allows you to assign a password to the conference. Participants calling in to the conference will have to
enter this password to be able to join the conference.

Include Web Conference

Enables a web or data conference to be booked with the meeting. See chapter on ‘Web Conference’ for further
details.

Secure Conference

Enables secure conferences by encrypting the videoconference call.

Restrict ISDN

Allows you to specify if the conference should call restrict (56kbps) or not.

Display Option to Extend Meeting

Allows you to specify if the conference master should be presented with the option to extend the meeting using
the quick keys on his remote control.

Add External

By pressing the ‘Add External’ button, a pop-up window will allow you to add external dial-in or dial-out
participants.

For Dial-Out participants, i.e. participant that will be dialled up by TMS, enter the phone number they are
reachable at and specify what kind of equipment that shall be used. Options here are ‘Video ISDN’, ‘Video IP’ ,
‘Telephone’, or ‘IP Telephone’. Press the ‘Add’ button when done entering information about a participant.

For Dial-In participants, select the ‘Dial-In’ folder in the pop-up window and enter a reference name for the
participant. Also select the kind of equipment that will be used when calling in. Options are the same as for Dial-
Out. Press the ‘Add’ button when done entering information about a participant. Resources will be set aside for
these participants to dial into the videoconference.

You can also delete selected dial-in or dial-out participants by selecting them and pressing the ‘Delete
Selection’ button.

Notes

The Notes field is a message area where you can insert additional comments on the video booking. This
information will be stored along with the meeting booking on the TMS server. If the booked videosystems are
linked up with a contact person who receives emails when a system is booked, the person will also get this
message.

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Send Exchange meeting invitation

When you are done entering all the needed information into your meeting request, press the ‘Send’ button on the
meeting invitation. Exchange will now contact the TMS server and try to book the requested videoconference
system at the given time. If the booking is successful, a pop-up window will be displayed.

Changing or editing an existing meeting

Meetings booked using MS Exchange can easily be changed later. Using your Outlook calendar, you can open
up the meeting representation in your calendar and do whatever changes you want to the meeting, for example
adding or removing participants, changing the time/date etc. When done with your changes, simply press the
‘Send Update’ button to update the calendar entries of all the participants in Exchange and update the
videoconference booking in TMS.

The meeting can also be changed from TMS Scheduler or TMS Booking. If you log in to TMS and select ‘My
Meetings’ under the ‘Booking’ folder, you will see a representation of your meeting booked from Exchange. You
can edit this meeting like any other of your meeting in TMS. Any changes to it will be correlated into the
Exchange representation of this meeting and all the systems involved. This way, TMS and Exchange will remain
in synchronization all the time.

For more information about booking meetings using Exchange, please refer to www.microsoft.com.

Note: it may take a couple of minutes before Exchange is updated with changes done to meetings from TMS.
The other way round happens immediately.

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