Outlook Plugin Getting Started

You can create a meeting in your calendar, send it to your colleagues, and invite them to it.

The plugin is a DLL to be installed for older versions of the Outlook app. For the new design or web version of Outlook, please use the Add-In.

Using the Plugin

The Vistameet Outlook plugin allows you to plan and manage video conferences directly from Outlook.

Plugin Installation

Prerequisites:

• Microsoft Outlook 2016 or newer
• Vistameet account
• Administrator rights for plugin installation

Installation Steps:

1. Download the plugin from the Vistameet website
2. Close Outlook completely
3. Run the installation file
4. Restart Outlook
5. Sign in with your Vistameet credentials

Successful SSO Verification

Set up Single Sign-On (SSO):

1. Open Outlook
2. Click on the Vistameet symbol in the ribbon bar
3. Select "Sign in with SSO"
4. Enter your organization domain
5. Follow the authentication process
6. Confirm successful login

Benefits of SSO:

• Single sign-on for all Vistameet services
• Increased security through central authentication
• Automatic synchronization with company directory
• Simplified user management

Logout

Log out from plugin:

1. Click on the Vistameet symbol
2. Select "Log out"
3. Confirm logout
4. Plugin functions are no longer available

Create and Send Invitation

Meeting Creation in Outlook

Create new Vistameet meeting:

1. Create a new calendar entry in Outlook
2. Click on "Add Vistameet meeting"
3. The plugin automatically adds meeting details:
   • Meeting URL
   • Dial-in data
   • Instructions for participants

Automatically added information:

Join Vistameet meeting:
https://meet.vistameet.com/room/meeting-id-12345

Meeting ID: 123 456 789
Password: SecurePass123

Phone dial-in:
+49 30 12345678
Conference ID: 987654321

Meeting Configuration

Advanced Settings:

• Meeting type: Public or private
• Waiting room: Enable/disable
• Recording: Automatic or manual
• Participant permissions: Grant moderator rights

Invite Participants

Internal Participants:

1. Add email addresses to the "To" field
2. Plugin automatically recognizes Vistameet users
3. Special permissions can be granted

External Participants:

1. Add external email addresses
2. Plugin creates guest access
3. Additional security options available

Phone Dial-in

For participants without internet connection or as backup option.

Dial-in Information:

• National number: For participants in the same country
• International number: For global participants
• Toll-free number: If available
• Conference ID: Unique number for the meeting

Example dial-in data:

Phone dial-in Germany:
📞 +49 30 12345678 (Local rate)
📞 +49 800 1234567 (Toll-free)

International dial-in:
📞 +1 555 123 4567 (USA)
📞 +44 20 1234 5678 (UK)
📞 +33 1 23 45 67 89 (France)

Conference ID: 987 654 321

Moderator PIN

Additional security for hosts:

• Separate PIN for meeting moderators
• Extended control over meeting functions
• Protection against unauthorized moderators

PIN Usage:

1. Dial into the meeting
2. Enter the conference ID
3. Enter the moderator PIN
4. Receive extended permissions

Access Meeting Options

Access to advanced settings:

1. Click on "Meeting options" in the plugin
2. Or visit the meeting link before the meeting
3. Sign in as organizer
4. Configure desired settings

Configure Meeting Options

"Who can participate?"

Participation Permissions:

Option	Description	Recommended for
Everyone	Anyone with the link can join	Public webinars
Organization members only	Only internal users	Internal meetings
Invited people only	Explicit invitation required	Confidential meetings
With password	Additional password protection	Sensitive topics

"Who must wait in lobby?"

Waiting Room Configuration:

Setting	Behavior
Nobody	Direct join for everyone
External participants	Only guests wait
Everyone except organizer	Only host can join directly
Everyone	Everyone waits for approval

Lobby Benefits:

• Control over meeting joins
• Protection against unwanted participants
• Opportunity for participant preparation
• Increased security

"Marked participants receive moderation rights"

Grant Moderator Permissions:

1. Mark participants in the invitation
2. They automatically receive moderator rights
3. Can mute others and control meeting

Moderator Functions:

• Mute/unmute participants
• Enable/disable video
• Control screen sharing
• Start/stop recording
• Manage breakout rooms
• End meeting

Additional Setting Options

Advanced Security:

• End-to-end encryption: For highest security
• Prevent recording: No local recordings
• Disable chat: Audio/video communication only
• Anonymous participation: Names not displayed

User-friendliness:

• Automatic mute: New participants muted
• Video off by default: Privacy protection
• Background blur: Automatically activated
• Welcome message: Greeting for participants

Integration:

• Calendar synchronization: Automatic updates
• Email reminders: Before meeting start
• Outlook integration: Seamless integration
• Mobile app support: Smartphone participation

Buttons

Available Actions:

Button	Function
Save	Apply settings
Cancel	Discard changes
Preview	Test meeting link
Reset	Default settings
Copy	Copy meeting details
Share	Send invitation

Accept Invitation

Join Meeting

Different joining methods:

Sign in with "Vistameet Account"

For registered users:

1. Click on the meeting link
2. Select "Sign in with Vistameet account"
3. Enter your login credentials
4. Join the meeting

Benefits of account login:

• Full access to all features
• Personal settings available
• Meeting history saved
• Extended permissions possible

Sign in as "Guest"

For external participants:

1. Click on the meeting link
2. Select "Join as guest"
3. Enter your name
4. Join the meeting

Guest Restrictions:

• Limited functions
• No recording possible
• Limited chat functions
• Dependent on host permissions

Sign in as "Invited"

For pre-registered guests:

1. Use the personalized link
2. Your data is already stored
3. Direct join without further login

Display "Signed in as"

Status Display:

• Shows current login status
• Available permissions
• Role in meeting
• Connection quality

Join a Conference

Join in Local Client

Use Desktop Application:

1. Click on "Open in app"
2. Vistameet desktop app starts automatically
3. Better performance and functions
4. Offline functions available

Benefits of Desktop App:

• Higher video/audio quality
• Extended screen sharing
• Better resource usage
• Stable connection

Join in Browser

Web-based Participation:

1. Click on "Join in browser"
2. No installation required
3. Works on all devices
4. Immediate access

Browser Requirements:

• Chrome 70+ (recommended)
• Firefox 68+
• Safari 12+
• Edge 79+

Lobby (including for External)

Waiting Room Experience:

1. You are directed to the lobby
2. Wait for approval by moderator
3. Audio/video test possible
4. Meeting information viewable

Lobby Functions:

• Device test before joining
• View meeting agenda
• Chat with other waiting participants
• Notification when approved

Test Input/Output Devices and Video Transmission

Access Test Options

Device test before meeting:

1. Click on "Test devices"
2. Check microphone, speakers, and camera
3. Adjust settings
4. Save your configuration

Access via Meeting Link

Test via meeting URL:

1. Open the meeting link
2. Click on "Test devices" before joining
3. Perform all tests
4. Join the meeting

Test Components:

• Microphone test: Speak and listen to recording
• Speaker test: Play test tone
• Camera test: Show video preview
• Connection test: Check network quality

Access via Scheduler Link

Test via planning interface:

1. Open the scheduler link
2. Navigate to "Device test"
3. Perform comprehensive tests
4. Configure default settings

Advanced Test Options:

• Bandwidth test: Measure upload/download
• Latency test: Check delay
• Codec test: Audio/video compression
• Firewall test: Network configuration

Preparation is Important

Always test your devices before important meetings to avoid technical problems and ensure a professional meeting experience.

Outlook Integration

The Vistameet Outlook plugin automatically synchronizes with your calendar and creates seamless meeting experiences for all participants.

External Participants

Inform external participants about the different joining options and ensure they have access to the necessary information.