July 2018 HPE MyRoom Quick Reference Guide – Outlook Add-in Page 1 of 8

HPE MyRoom Outlook Add-in

Quick Reference Guide

Installation

The HPE MyRoom Add-in is compatible with Microsoft Outlook 2010, 2013, 2016, and Office 365

Installation

Close Outlook

Either:

Go to www.myroom.hpe.com

Select Help & Support tab

Click Download the Outlook add-in under Quick Links

Or:

Go to www.myroom.hpe.com/Download/Outlook

Click Download button

Launch and follow the wizard

Reopen Outlook

July 2018 HPE MyRoom Quick Reference Guide – Outlook Add-in Page 2 of 8

Using the Add-in

Connect to HPE MyRoom

Open a New Meeting in Outlook

Click arrow underneath HPE MyRoom icon on ribbon

Select Options…

Enter e-mail address and password associated with MyRoom account

Click OK button

Note: You do not need to repeat this process the next time you use the Add-in

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Using the Add-in (continued)

Create New Meeting in Outlook calendar

Click HPE MyRoom icon to open the Add-in panel

Select:

Date

Start and end time *

Room

Type of keys to include in invitation

Fill in

To field

Subject field (event name)

* Refer to the Events Quick Reference Guide or HPE MyRoom Help documentation for information about event durations.

Optional:

Teleconference/Other info

Set reminder

Attach file(s)

Add information such as agenda in body of invitation

Click Send button

Event will be created in your MyRoom account

Event details, including keys and key links, will be listed in the calendar meeting

Meeting invitation will be sent to attendees

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Using the Add-in (continued)

Events created with the Add-in must be modified with the Add-in

Update meetings and events

Open calendar meeting

Open the HPE MyRoom panel

Modify as needed:

o List of attendees o Subject o Date o Time

o Duration o Teleconference/Other info o Choice of keys to be included o Information in body of invitation

Do not modify details between -=-=-= HPE MyRoom Info =-=-=-

and -=-=-= HPE MyRoom Info End =-=-=-.

o Information between those two lines is maintained and updated by the MyRoom server

Click Send Update button o Event will be updated in your MyRoom account o Updated event details will be listed in the calendar meeting o Updated meeting invitation will be sent to attendees

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Using the Add-in (continued)

Events created with the Add-in must be cancelled with the Add-in

Cancel meetings and events

Open calendar meeting

Open the HPE MyRoom panel

Click Cancel Meeting button

Click Send Cancellation button

Event will be deleted from your MyRoom account

Cancellation notice will be sent to attendees

Note: Deleted events cannot be recovered so be sure an event should be cancelled before taking this step

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Constraints

Constraints

MyRoom events that are scheduled using the Outlook Add-in should be modified or cancelled using the Add-in

Changes made in MyRoom will not be passed to Outlook or attendees

The Add-in panel needs to be open when modifying or cancelling a calendar meeting. If not,

Changes will not be passed to MyRoom

Details will not be updated in invitation

Send, Send Update, or Send Cancellation must be clicked to prompt the MyRoom server. If not,

Outlook invitation will not correspond to MyRoom event

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Troubleshooting

Troubleshooting

ISSUE RECOMMENDATION

Outlook Add-in does not connect to MyRoom server, test connection

Test connection by going to MyRoom home page at www.myroom.hpe.com

MyRoom home page cannot be reached

There may be a problem with network connection to the server

MyRoom home page opens properly Log into your MyRoom account via blue Login button on the right

Cannot log into MyRoom account Contact HPE Virtual Delivery Service Desk for assistance

see Help & Support tab for contact information

Able to log into MyRoom account but unable to open a room

Contact HPE Virtual Delivery Service Desk for assistance

see Help & Support tab for contact information

Add-in is connected to MyRoom server but repeatedly fails to respond to commands

Connection to server may have timed out. Refresh it with these steps:

Exit Outlook

Restart Outlook

July 2018 HPE MyRoom Quick Reference Guide – Outlook Add-in Page 8 of 8

Uninstalling

Uninstalling

Close Outlook

Open Control Panel

Select Uninstall a program

Scroll to and select HPE MyRoom Add-In for Microsoft Outlook

Click the Uninstall button above the list of programs to open the Setup wizard

Follow the wizard

Reopen Outlook