How to create a TrueConf meeting for an Outlook event

In many companies, corporate mail is used to schedule and organize business communication. Microsoft Outlook is often selected as a preferred mail application. TrueConf has developed an add-in specifically for such cases. It enables users to create a video meeting when scheduling an event in the Outlook calendar.

To make use of this add-in, you will need to have a personal or corporate-based Outlook user account. You will also have to have an account on TrueConf Server (TrueConf Online cloud service is not supported). This add-in is compatible with Outlook 2016 (or above) and with the web version of Outlook 365.

Create a conference

To create a conference, take the following steps:

1. Sign in to the Outlook calendar.

   

2. Select the day for your meeting. To do it, double click on the chosen date.
3. You will see a new window for adding an event. Click on the TrueConf Meeting button in the settings menu. If the button is not displayed, please go to the section explaining how this issue can be fixed.

   

4. On the right side, you will see the TrueConf add-in panel. You will need to enter the address of your TrueConf Server if you are using the add-in for the first time.

   

5. Next, sign in with your user account.

   

6. Select the type of a conference.

   

7. Open the settings menu where you will be able to:
   • Select the conference mode
   • Create PIN for your conference
   • Turn on conference recording
   • Adjust connection and device settings for conference participants
   • Set guest permissions (when creating a public conference).

   

8. Enter the subject (topic) of the event.
   The subject (topic) of the event has to be provided; otherwise, a conference cannot be created for the event.

   

9. To save changes, click on New TrueConf Meeting.

   

10. Your TrueConf conference will be created and information about it will be added to the Outlook event.

    

    After creating a TrueConf meeting, you will see two buttons for editing or deleting the conference in the add-in menu.

11. Click Save & Close to save the event in the Outlook calendar.

    

Conference editing

After creating a conference, you will be able to edit it if necessary. To do it, take the following steps:

1. Sign in to the Outlook calendar.

   

2. Double-click on the event with the conference you want to edit.

   

3. Click on the TrueConf Meeting button in the settings window.

   

4. On the right side, you will see the TrueConf add-in panel. When login information is requested, sign in with your TrueConf Server account.
5. You will be able to change the required parameters in the conference settings menu.

   

6. When you have edited the conference, click on the Update button.

   

7. Click Save & Close to save changes in the event.

   

Deleting a conference

The conference you created can also be deleted. To do it, take the following steps:

1. Go to the conference in the selected event as it is described in the 1-4 steps for editing the event.
2. Click on the Delete button in the add-in menu.

   

3. Click on the Delete button in the dialogue window.

   

4. Your conference will be deleted from the event and from the video conferencing server.
5. Click Save & Close to exit.

   

   Please note that if you have only deleted the event, the conference created for this event will remain on TrueConf Server.

How to install TrueConf for Outlook manually

There are two ways of installing the TrueConf add-in: from Microsoft Office Store or via a URL address. In both cases the installation may differ depending on the type of your Outlook account which can be either private or corporate.

Installation from Microsoft Office Store with a private Outlook account

1. In the application main menu, click on the Get Add-ins button.

   

2. You will see the add-in control panel. Enter trueconf in the search field and then select TrueConf for Outlook in the list of search results.

   

3. Click on the Add button in the opened window that provides information about the add-in.

   

4. After successful installation, information about the add-in will be displayed in the list of your add-ins.

   

Installation via a URL with a private Outlook account

1. Click on the Get Add-ins button in the application main menu.

   

2. You will see the control panel with your add-ins. Select My add-ins.

   

3. In the lower part of the window, click Add a custom add-in and select Add from URL in the drop-down list.

   

4. You will see a pop-up window where you will be able to enter the URL address. Enter this link https://plugins.trueconf.com/outlook/manifest.xml in the input field and click OK.

   

5. There will be a dialogue window requesting you to confirm the installation. Click the Install button.

   

6. After successful installation, the information about the add-in will be displayed in the control panel.

   

Installation from Microsoft Office Store with a corporate Outlook account

1. Go to the File tab.

   

2. Next, click on the Manage Add-ins button.

   

3. The web version of your Outlook mail will open. When login information is requested, sign in with your account.
4. You will see the control panel where the list of your add-ins is displayed. If the TrueConf add-in is successfully installed, you will see information about it in this list (check the screenshot below).

   

5. If the add-in is not included in this list, you will need to install it. To do it, click on the button and select Add from the Office Store in the drop-down list.

   

6. The web version of Microsoft Office Store will be opened. Enter trueconf in the search field and select TrueConf for Outlook in the list of search results.

   

7. Click on the Get it now button on the new page providing information about the add-in.

   

8. Sign in to your Microsoft account when the authorization pop-up is displayed.

   

9. If you are installing an add-in for the first time, you will see the form where you will need to provide personal information (the name and country fields are required). When the form is filled, click on the Get it now button.

   

10. Then, the Outlook account control panel will be opened. Click Install in the Add an add-in from the Office Store section.

    

11. The add-in will be installed and information about it will be displayed in the list of your add-ins.

    

Installation via a URL with a corporate Outlook account

1. Take the steps 1-4 from the previous subsection.
2. If the add-in is not included in this list, you will need to install it. To do it, click on the button and select Add from URL in the drop-down list.

   

3. You will see the panel where the add-in can be installed. Enter this URL address https://plugins.trueconf.com/outlook/manifest.xml in the input field and click Next.

   

4. Click Install to confirm the installation.

   

5. Then, the TrueConf add-in will be installed. Click OK to exit the installation panel.