If you use Microsoft® Outlook® as your email client on either Windows® or Mac®, you can use the Vidyo™ Outlook Add-in to quickly and easily schedule your Vidyo meetings via Outlook.

When the Vidyo Outlook Add-in is installed, VidyoCalendarButton.png appears on your Outlook ribbon when you use your Outlook calendar. If you don't see that button on your ribbon, ask your system administrator to install the Vidyo Outlook Add-in for you. If you are an Exchange admin, see Configuring and installing the Vidyo Outlook Add-in for information about how to install and deploy the Vidyo Outlook Add-in for your users.

Scheduling a Vidyo Meeting

This section describes how to use the Vidyo Outlook Add-in to create a Vidyo meeting and send out an invitation to that meeting.

If you would like a Quick Reference Card about how to use the Vidyo Outlook Add-in, see the attached PDF file.


The Vidyo Outlook Add-in supports users who have SAML and users who use portal/LDAP login; therefore, the steps in the section describe how to log in using both methods.

To schedule a Vidyo meeting:

  1. Open Microsoft Outlook.
  2. Go to your Outlook calendar and create a meeting just as you normally would.
    You can add the people you want to invite to the meeting, enter a Subject, select the date, and select the Start and End times. Do not enter a location.

    Screen_Shot_2017-07-25_at_18.28.57.png

  3. Click  VidyoCalendarButton.png on the Outlook ribbon.
    The Vidyo Calendar window appears with the portal address prepopulated in the Portal field.


    Screen_Shot_2017-07-25_at_18.29.06.png

    If you are an administrator and would like information about how to prepopulate the Portal field with the URL of your portal, see the Configuring and installing the Vidyo Outlook Add-in article.
  4. Click Next.
  5. If SAML is enabled on your portal, do the following:
    • Click Next to access your browser.

      Screen_Shot_2017-07-25_at_18.31.21.png

    • Enter your credentials to log in via your browser.
      Once you have successfully logged in following the SAML workflow configured by your administrator, the Vidyo Calendar window appears asking you where you would like to meet.

      Screen_Shot_2017-07-25_at_18.30.15.png

    • Continue with Step 7.
  6. If SAML is not enabled on your portal, do the following:
    • Enter your username and password.
      If you want to remain logged in, select Keep me signed in.

      Screen_Shot_2017-07-25_at_18.29.40.png

    • Click Next.
      The Vidyo Calendar window appears asking you where you would like to meet.

      Screen_Shot_2017-07-25_at_18.30.15.png

  7. To schedule a meeting in an existing meeting room:
    • Select the first radio button under "Where would you like to meet?".
      A list of your rooms displays. If do not have any rooms, the rooms that you see will be based on how rooms have been configured on your portal.

      FavoriteRooms_cropped.png

    • If you want to add an access code to your meeting, select the "Add an access code to this meeting" checkbox, and then enter a 5 to 12 character numerical code.
    • Continue with Step 9.
  8. To schedule a meeting in a one-time room:
    • Select the One-time room (used only once) radio button under "Where would you like to meet?"
      If the one-time room feature is disabled in the portal, a message appears stating that you must add or create a room in which to schedule your meeting. Otherwise, a message appears stating that the access code will be automatically generated and added to the meeting invitation.

      OneTimeRoom_cropped.png

  9. Click Next.
    A message appears stating that you are almost done, and the meeting invitation populates with the meeting information (including a link to the meeting in the Location field).

    Screen_Shot_2017-07-25_at_18.30.24.png

  10. Click XButton.png to close the Vidyo Calendar window.
  11. Click Send to send the invitation to your Vidyo meeting.

Generating Logs

If you run into any issues with the Vidyo Outlook Add-in, you can generate logs and send them to the email address configured by your administrator.

If you are an administrator and would like information about how to configure the email address where the logs can be sent to, see the Configuring and installing the Vidyo Outlook Add-in article.

To generate logs:

  1. Click Cog.png at the bottom of the Vidyo Calendar window and select Generate Logs from the drop-down.
    Information about generating logs appears on the Vidyo Calendar window.

    Screen_Shot_2017-07-25_at_18.30.37.png

  2. Click Generate
    An email appears that contains the diagnostic report. The To field will be automatically populated with the address configured by your administrator.

    LogsEmail_cropped.png

  3. Click Send.



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