Polycom 3725-76302-001O manual Microsoft Exchange Server Integration

Integrations with Other Systems

Microsoft Exchange Server Integration

On the Microsoft Exchange Server page, you can integrate the Polycom RealPresence DMA system with your Microsoft Exchange Server, enabling users who install the Polycom Conferencing Add-in for Microsoft Outlook to set up Polycom Conferencing meetings in Outlook.

When you integrate the RealPresence DMA system with an Exchange server, it connects to the Exchange server as the Polycom Conferencing user and subscribes to notifications. The Exchange server notifies the RealPresence DMA system as soon as a meeting invitation (or other mail) arrives in the Polycom Conferencing user inbox. It also sends heartbeat messages to verify that the subscription is working.

If the RealPresence DMA system fails to receive a heartbeat or other notification for 30 seconds, it begins checking its inbox every four minutes for new messages, and also attempts to reestablish the subscription (push connection) each time.

Note: Polycom Solution and Integration Support

Polycom Implementation and Maintenance services provide support for Polycom solution components only. Additional services for supported third-party Unified Communications (UC) environments integrated with Polycom solutions are available from Polycom Global Services, and its certified Partners, to help customers successfully design, deploy, optimize, and manage Polycom visual communication within their third-party UC environments. UC Professional Services for Microsoft Integration is mandatory for Polycom Conferencing for Microsoft Outlook and Microsoft Office Communications Server integrations. Please see http://www.polycom.com/services/professional_services/index.html or contact your local Polycom representative for more information.

Exchange Server integration can’t be enabled, and the Polycom RealPresence DMA system doesn’t support virtual meeting rooms (VMRs) created by the Polycom Conferencing Add-in for Microsoft Outlook, in Maximum security mode. See The Consequences of Enabling Maximum Security Mode on page 55.

As with other Outlook meeting requests, the meeting organizer invites attendees and specifies where and when to meet. “Where” in this case is a conference room, or virtual meeting room (VMR), on the Polycom RealPresence DMA system. The VMR number is generated by the add-in.

The invitees may include conference-room-based Polycom HDX systems as well as users with Polycom HDX personal conferencing endpoints. Polycom HDX systems monitor an Exchange mailbox (either their own or a linked user’s) for Polycom Conferencing meeting invitations.

Invitees with a desktop conferencing client (Microsoft Office Communicator, Polycom m100, or Polycom CMA Desktop) can join the meeting by clicking a link in the Outlook reminder or calendar. Invitees with a Polycom HDX endpoint can join by clicking a link on the HDX system’s reminder.

The add-in also sends Polycom Conferencing meeting invitations to a Polycom Conferencing user mailbox on the Exchange server. The Polycom RealPresence DMA system accepts or declines these invitations. A meeting invitation is declined if:

●The VMR number is in use by any other conference room (calendared, enterprise, or custom).

●The user sending the invitation isn’t in the Polycom RealPresence DMA system’s Active Directory cache.

●The invitation contains invalid or incomplete meeting data (the machine-readable metadata block at the bottom of the invitation labeled “POLYCOM VMR ENCODED TOKEN” and preceded with a warning not to edit).

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