avepoint meetings pro for sharepoint user guide avepoint meetings pro user guide about avepoint...

Issued April 2017

User Guide

AvePoint Meetings Pro 4.2.4

for SharePoint

2

AvePoint Meetings Pro User Guide

Table of Contents

What's New in this Guide .............................................................................................................................. 4

About AvePoint Meetings Pro for SharePoint .............................................................................................. 5

Submitting Documentation Feedback to AvePoint ...................................................................................... 6

Before You Begin ........................................................................................................................................... 7

Configuration of AvePoint Meetings Pro for SharePoint On-Premises .................................................... 7

Configuration of AvePoint Meetings Pro for SharePoint Online .............................................................. 7

Applying and Managing the AvePoint Meetings Pro for SharePoint On-Premises License...................... 7

Managing the AvePoint Meetings Pro for SharePoint Online License.................................................... 10

Getting Started ............................................................................................................................................ 12

Launching AvePoint Meetings Pro for SharePoint On-Premises ............................................................ 12

Launching AvePoint Meetings Pro for SharePoint Online ...................................................................... 12

Getting a Global View ............................................................................................................................. 13

Managing Global Administrators ........................................................................................................ 13

Configuring a New Meeting ........................................................................................................................ 15

Configuring an Default Attachment Storage for Meeting Attachments ................................................. 15

Creating a New Meeting ......................................................................................................................... 15

Managing Created Meetings ................................................................................................................... 18

Searching for the Created Meetings ................................................................................................... 18

Editing or Deleting a Created Meeting ............................................................................................... 19

Managing a Created Meeting ............................................................................................................. 20

Using the Agenda Timer ...................................................................................................................... 24

Breaking the Sync Relationship ........................................................................................................... 24

Completing a Meeting............................................................................................................................. 24

Reopening a Meeting .............................................................................................................................. 25

Synchronizing the Actions Created in AvePoint Meetings for SharePoint to Microsoft Outlook........... 25

Metadata Manager ..................................................................................................................................... 27

Metadata Definition ................................................................................................................................ 27

Creating Metadata .............................................................................................................................. 27

Editing Metadata................................................................................................................................. 28

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Deleting Metadata .............................................................................................................................. 28

Metadata Configuration ......................................................................................................................... 28

Configuring Date and Time Format ............................................................................................................. 30

Meeting Settings and Agenda Settings ....................................................................................................... 31

Configuring an Attachments Storage for a Created Meeting ................................................................. 31

Configuring the Meeting Privacy for a Created Meeting ........................................................................ 32

Configuring an Attachment Storage for a Created Agenda .................................................................... 32

Configuring the Agenda Privacy for a Created Agenda .......................................................................... 33

Migrating Data ............................................................................................................................................ 34

Configuring the Maximum Attachment Size by Modifying the Web.config File ........................................ 36

Synchronizing Meetings Created in Microsoft Outlook to AvePoint Meetings Pro for SharePoint ........... 37

AvePoint Meetings Pro Outlook Plug-In ..................................................................................................... 38

AvePoint Meetings Pro Outlook Plug-In Requirements .......................................................................... 38

Installing the AvePoint Meetings Pro Outlook Plug-In ........................................................................... 38

Activating the Installed AvePoint Meetings Pro Outlook Plug-In ........................................................... 40

Before You Begin ..................................................................................................................................... 42

Enabling the AvePoint Meetings Pro Outlook Plug-In ........................................................................ 42

Managing Sites and Credentials .............................................................................................................. 42

Adding a Credential ............................................................................................................................. 42

Editing Credentials .............................................................................................................................. 43

Deleting Credentials ............................................................................................................................ 44

Adding a SharePoint Site ..................................................................................................................... 44

Editing a SharePoint Site ..................................................................................................................... 45

Deleting SharePoint Sites .................................................................................................................... 45

Uninstalling the AvePoint Meetings Pro Outlook Plug-In ....................................................................... 45

Notices and Copyright Information ............................................................................................................ 47

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What's New in this Guide

• Updated the Managing a Created Meeting section.

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About AvePoint Meetings Pro for SharePoint

AvePoint Meetings Pro for SharePoint is an add-in for SharePoint that brings order and efficiency to

routine activities like: meeting organization, note-taking, and task assignments.

AvePoint Meetings Pro for SharePoint helps you collaborate with others in real-time before, during, and

after meetings by:

• Creating single or recurring meetings

• Allowing meeting attendees to adjust and update meeting agendas as well as discussion topics

• Capturing meeting information and notes from multiple users

• Tracking meeting minutes with full auditing, which allows for historical search capabilities

• Uploading, deleting, and downloading attachments

• Searching by meetings, agendas, actions, notes, decisions, attachments, and links.

• Support for Advanced Search

• Tracking the roll call for meeting attendance

• Printing the meeting minutes

• Sharing meetings with others

• Exporting meeting minutes to a PDF file

• Managing the metadata

• Using Agenda Timer for timing

• Configuring meeting privacy

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Submitting Documentation Feedback to AvePoint

AvePoint encourages customers to provide feedback regarding our product documentation. You can

Submit Your Feedback on our website.

https://www.avepoint.com/resources/documentation-feedback/?flush=1

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Before You Begin

Refer to the sections below for the requirements before using AvePoint Meetings Pro for SharePoint and

AvePoint Meetings Pro for SharePoint Online.

Configuration of AvePoint Meetings Pro for SharePoint On-

Premises

In order to use AvePoint Meetings Pro for SharePoint on-premises, ensure that the AvePoint Meetings

Pro for SharePoint has been successfully installed on your SharePoint on-premises environment and

added to a SharePoint site. For more information about installing and configuring AvePoint Meetings

Pro for SharePoint into the SharePoint on-premises environment, and adding AvePoint Meetings Pro for

SharePoint to a SharePoint site, refer to the AvePoint Meetings Pro for SharePoint On-Premises

Installation and Configuration Guide.

*Note: AvePoint Meetings Pro supports Internet Explorer 11 and later versions, and the latest version of

Chrome.

Configuration of AvePoint Meetings Pro for SharePoint Online

In order to use AvePoint Meetings Pro for SharePoint Online, ensure that the AvePoint Meetings Pro for

SharePoint has been successfully added to your SharePoint Online site. Site Collection Administrators

and Global Administrators can add AvePoint Meetings Pro for SharePoint Online to their site from the

Microsoft App Store.

*Note: AvePoint Meetings Pro supports Internet Explorer 11 and later versions, and the latest version of

Chrome.

Applying and Managing the AvePoint Meetings Pro for SharePoint

On-Premises License

The Global Administrator can apply and manage the AvePoint Meetings Pro for SharePoint on-premises

demo or Pro license. To apply a license, follow the steps below:

*Note: The steps of applying a Demo license and a Pro license are the same.

1. Click the Settings ( ) button on the top right corner of the site, and select License Manager from the drop-down menu.

*Note: When the 30-day free trial has expired, a pop up window will appear notifying you about

the expiration. Click OK, and continue following the steps below to apply a license.

http://www.avepoint.com/assets/pdf/user_guides/AvePoint_Meetings_Pro_for_SharePoint_On-Premises_Install_and_Config_Guide.pdf


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2. Click Upload to upload a Demo license file or a purchased Pro license file.

Figure 1: Uploading a Demo license file or a purchased Pro license file.

3. In the pop-up window, locate the license file, and then click Open to upload the file. The detailed information will be displayed in the corresponding fields as shown in the screenshot below.

Figure 2: The license file details.

4. Click Apply to apply the uploaded license.

5. When the SharePoint page appears, it indicates that the license was successfully applied to AvePoint Meetings Pro for SharePoint on-premises.

Click Go back to Meetings to go back to the AvePoint Meetings Pro for SharePoint Home Page.

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To view and manage the applied license, complete the following steps:

1. Click the Settings ( ) button on the top right corner of the site, and then select License Manager from the drop-down menu. The License Manager interface appears.

2. If you have already applied a license, click Show Current License Information. The details of the applied license will display as shown in the screenshot below.

Figure 3: The Show Current License Information interface.

3. Click the User Management next to Available Licenses to manage the applied license. The User Management page appears. In this page, you can see the User Name and E-mail Address for each user, and you can also perform the following actions:

• Add – Add users into the user list to assign licenses. To add a user, complete the following steps:

i. Click Add in the command bar. The Add Users window appears.

ii. Enter the name of the user you want to add. AvePoint Meetings Pro will search

for the users in the SharePoint user profiles and provide the search result in the

drop-down menu below. Select the user you would like to add.

iii. Click Add in the Add Users window to add users in the user list, or click Cancel

to close the pop-up window without adding any users.

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*Note: During the period of 30-day free trial, if the enterprise type license is purchased,

the user will be preferentially assigned enterprise type license. When the 30-day free

trial has expired and all of the enterprise type licenses are in use, the newly added user

and the users with trial type license cannot access the AvePoint Meetings Pro for

SharePoint on-premises.

• Remove – Select one or more users in the table, and click Remove in the command bar. The selected users will be removed.

• Convert – Select one or more users with Trial license type in the table, and click Convert in the command bar. The license type of the selected users will be converted into Enterprise.

Managing the AvePoint Meetings Pro for SharePoint Online

License

The Global Administrators can control the use of AvePoint Meetings Pro by assigning licenses to specific

users. Manage the license of AvePoint Meetings Pro by completing the following steps:

1. Log into the AvePoint Meetings Pro Home Page.

2. Click the Settings ( ) button on the upper-right corner of the site and select License Manager from the drop-down menu. The License Manager page appears.

In the user list of License Manager page, you can also see the Username, E-mail, Last Login

Time, and License Type fields for each user. You can perform the following actions on License

Manager page:

• Add – Add users into the user list to assign licenses. To add a user complete the following steps:

i. Click Add in the command bar of user list. The Add Users window appears.

ii. Enter the name of the user you want to add. AvePoint Meetings Pro will search

for the users in the SharePoint user profiles and provide the search result in the

drop-down menu below. Select the user you would like to add.

iii. Click Add to add users in the user list or click Cancel to close the pop-up window

without adding any users.

*Note: During the period of 30-day free trial, if the enterprise type license is purchased,

the user will be preferentially assigned enterprise type license. When the 30-day free

trial has expired and all of the enterprise type licenses are in use, the newly added user

and the users with trial type license cannot access the AvePoint Meetings Pro for

SharePoint Online.

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• Remove – Select one or more users in the user list and click Remove in the command bar. The selected users will be removed.

• Convert – Select one or more users with Trial license type in the user list and click Convert in the command bar. The license type of the selected users will be converted into Enterprise.

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Getting Started

Refer to the sections below for important information on getting started with AvePoint Meetings Pro for

SharePoint.

Launching AvePoint Meetings Pro for SharePoint On-Premises

To launch AvePoint Meetings Pro for SharePoint on-premises, complete the following steps:

1. Log into the SharePoint on-premises site where AvePoint Meetings Pro for SharePoint on-premises is located.

2. Click Site Contents on the Quick Launch navigation pane. The Site Contents interface appears.

3. Click the AvePoint Meetings Pro icon. The AvePoint Meetings Pro for SharePoint on-premises Home Page appears.

*Note: If credentials are needed, enter your SharePoint username and password in the

Windows Security window.

4. After the loading process ends, the You Deserve More… window appears. The new features that AvePoint Meetings Pro for SharePoint provides in the current version are listed under the What’s New tab. To learn more about new features, click the tile under the What’s New tab, or click the corresponding tab beside the What’s New tab. Click Close to view the AvePoint Meetings Pro for SharePoint Home Page.

*Note: You can select the Don’t show me this again option to hide the You Deserve More…

window for the next access to AvePoint Meetings Pro for SharePoint.

Launching AvePoint Meetings Pro for SharePoint Online

To launch AvePoint Meetings Pro for SharePoint Online and access its functionality, complete the

following steps:

*Note: To launch AvePoint Meetings Pro for the first time, you must be granted at least edit permissions

to the SharePoint Online site where AvePoint Meetings Pro is being launched.

1. Log into the SharePoint Online site where AvePoint Meetings Pro for SharePoint Online is located.

2. Click Site Contents on the Quick Launch navigation pane. The Site Contents interface appears.

3. Click the AvePoint Meetings Pro icon, and the AvePoint Meetings authorization page appears.

4. Click Accept or Cancel button on the lower-right corner of this page, and then the AvePoint Meetings Pro for SharePoint Online Home Page appears.

• Click Accept to allow AvePoint Meetings to access your mailbox for sending e-mail notifications, and read user’s profile.

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• Click Cancel to prevent AvePoint Meetings from accessing your mailbox for sending e-mail notifications, or reading user’s profile. The next time to access AvePoint Meetings Pro for SharePoint Online, the AvePoint Meetings authorization page will appear again.

*Note: If credentials are required, enter your SharePoint username and password in the

Windows Security window.

Getting a Global View

Click Global View on the top bar, the Global View page appears. You can view all of the actions assigned

to you in My Actions tab and go to the Dashboard tab to view the charts and tables showing the

statistics of all actions in different statuses. Additionally, in the Dashboard tab, you can access the

meeting where an action belongs by clicking the action title and you can also export actions information

to an CSV file.

• My Actions – Select or deselect the corresponding statuses in this tab to filter your own actions.

• Dashboard – Provides the graphic charts and tables to help you get an overview for the actions in different conditions, and you can perform the following:

o View the Completed Actions chart, Actions Overdue Tracking chart, and the Incomplete Actions chart to get an overall impression, or you can click a bar in the charts to display the information of actions of certain condition in the table below the charts.

o Click the action title to go for the meeting where this action is located to make your changes.

o Click Export to CSV above the table to export the action information in the table to a CSV file.

In the Global View page, Global Administrators can configure the Task Synchronization function. For details, refer to the Synchronizing the Actions Created in AvePoint Meetings for SharePoint to Microsoft Outlook section. Global Administrators can also manage the AvePoint Meetings Pro. For details, refer to the Applying and Managing the AvePoint Meetings Pro for SharePoint On-Premises License and Managing the AvePoint Meetings Pro for SharePoint Online License sections.

Managing Global Administrators

Only the Global Administrators can manage the Global Administrators list in the Global View page.

The first time you use AvePoint Meetings Pro, no Global Administrators are configured. If the user

configured when installing the AvePoint Meetings Pro website, who is called the Meetings Global

Administrator, visits the License Manager page, Global Administrators page, or Task Synchronization

page, they will be added to the Global Administrators list automatically.

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If there is no configured Meetings Global Administrator when installing the AvePoint Meetings Pro

website, the first user who visits the License Manager page, Global Administrators page, or Task

Synchronization page will be add to the Global Administrators list automatically.

For details of configuring Meetings Global Administrator, refer to the Running the AvePoint Meetings

Pro Website Installation Wizard section in the AvePoint Meetings Pro for SharePoint On-Premises

Installation and Configuration Guide.

To manage the Global Administrators, complete the following steps:


2. Click the Global View on the top bar, and the Global View page appears.

3. Click the Settings ( ) button on the upper-right corner of the site and select Global Administrators from the drop-down menu. The Global Administrators page appears.

4. Click Add in the command bar. The Add Users window appears.

5. Enter the name of the user you want to add. AvePoint Meetings Pro will search for the users in the SharePoint user profiles and provide the search result in the drop-down menu below. Select the user you would like to add.

*Note: You can add one or more users at a time. There is no limit for the number of Global

Administrators.

6. Click Add in the Add Users window to add users in the Global Administrators list, or click Cancel to close the pop-up window without adding any users.



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Configuring a New Meeting

Refer to this section to create a new meeting and manage the meetings you created.

*Note: To create a meeting, you must be granted at least Contribute permissions to the SharePoint site.

*Note: For different zones of a SharePoint site, meetings created in AvePoint Meetings Pro for SharePoint cannot be seen by each other.

Configuring an Default Attachment Storage for Meeting

Attachments

Before creating a new meeting, you must configure a default attachment storage, which will store the

attachments of the meetings.

To configure an attachment storage, complete the following steps:

*Note: To configure or modify the default attachment storage of a meeting, you must have at least

Contribute permission to the SharePoint site.


2. Click the Settings ( ) button on the upper-right corner of the site and select Attachment Storage from the drop-down menu. The Attachment Storage page appears.

3. Configure a default attachment storage by selecting one of the following options:

• Set an AvePoint Meetings Pro Database as a default attachment storage – To set an AvePoint Meetings Pro database as a default attachment storage, you must select this option.

*Note: This option is only available for AvePoint Meetings Pro for SharePoint on-

premises. By default, this option is selected.

• Set a SharePoint Library as a default attachment storage – To set a SharePoint library as a default attachment storage, you must select this option.

*Note: By default, in AvePoint Meetings Pro for SharePoint Online, the attachments will

be stored in the Attachment for Meetings Pro library. The Attachment for Meetings

Pro library is automatically created at the first time you access AvePoint Meetings Pro

for SharePoint Online.

4. Click Save to save the configurations.

Creating a New Meeting

Complete the following steps to add a new meeting to AvePoint Meetings Pro for SharePoint.

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1. Click Create a new meeting. The Create a new meeting interface appears.

2. Configure the following settings to create a new meeting.

• Meeting Title – Enter the title for the meeting you are about to create.

• Organizers – Enter the organizers as the meeting organizers.

*Note: The user entered here must have at least Contribute permissions to the SharePoint site.

• Start Time – Select the start time for the meeting you are about to create. This option will be disabled if the Make this meeting recurring option below is selected.

• End Time – Select the end time for the meeting you are about to create. This option will be disabled if the Make this meeting recurring option below is selected.

• Time Zone – Select the time zone for the meeting you are about to create.

• Make this meeting recurring – Select this option to enable this option for creating a recurring meeting.

o Start – Select the start time for the recurring meeting you are about to create.

o End – Select the end time for the recurring meeting you are about to create.

o Duration – Select the duration time for the recurring meeting you are about to create from the Duration drop-down list.

o Daily

▪ Every … days – Enter the day interval for the meeting.

▪ Every weekday – Select this option if the meeting recurs every weekday.

o Weekly

▪ Recur every … weeks on: – Enter the week interval and select the days of the week to hold the meeting on.

o Monthly

▪ Day … of every … months – Enter the day and the month interval for the meeting. For example, set this option as Day 3 of every 2 months, and the meeting is held on the 3rd day of every two months.

▪ The … … of every … months – Select the time and enter the interval for the meeting. For example, set this option as The First Monday of every 3 months, and the meeting is held on the first Monday every 3 months.

o Yearly

▪ Recur every … years On … … – Enter the year interval and select the day on which to hold the meeting. For example, set this option as Recur every 2 years On May 5, and the meeting is held on May 5th every 2 years.

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▪ Recur every … years On the … … of …– Enter the year interval and select the day to hold the meeting on. For example, set this option as Recur every 2 years On the First Monday of May, and this meeting is held on the first Monday of May every 2 years.

o Start – Select the day the recurring meeting will be started.

o End after … occurrences – The meeting stops after being held for the number of entered times.

o End by – The meeting ends by the date you select.

• Location – Enter room names to specify the location for the meeting you are about to create.

• Attendees – Enter usernames as the attendees for the meeting you are about to create. Use a semicolon after the entered username to check the value you entered.

• Send e-mail notification to all attendees – With this option selected, enter the username and password in the corresponding text box. The AvePoint Meetings Pro will send an e-mail notification to all attendees when the meeting is created.

o If this option is selected in AvePoint Meetings Pro for SharePoint Online, or e-mails are configured to be sent via the SMTP server in AvePoint Meetings Pro for SharePoint on-premises, this will not need to be configured.

o If e-mails are configured to be sent via the Exchange server in AvePoint Meetings Pro for SharePoint on-premises, enter the username and the corresponding password in the Username and Password text boxes so that the e-mail notification will be sent via the Exchange e-mail account of the entered user. Only Exchange Server 2010 or a later version can be configured to work with AvePoint Meetings Pro 4.2 for SharePoint on-premises.

*Note: You cannot enter an e-mail address that cannot be accessed through the

internet in the E-mail Address text box. Due to an API limitation, if an e-mail

address that cannot be accessed through the internet is entered, the Exchange

Service URL cannot be searched.

*Note: It may take several minutes to connect to the Exchange server where the

entered e-mail account resides. You can configure the Exchange Service URL by

modifying the Web.config file. For more information, refer to the Configuring

the Exchange Service URL section of AvePoint Meetings Pro for SharePoint On-

Premises Installation and Configuration Guide.

• Description – Enter the description for the meeting you are about to create. Rich Text Editor is supported.

• Click Create to create a new meeting or click Cancel to exit the Create a new meeting interface.



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Managing Created Meetings

Refer to the sections below to manage created meetings.

Searching for the Created Meetings

To view all meetings, today’s meetings, recent meetings, or upcoming meetings, click the All meetings

tab, Today’s meetings tab, Recent meetings tab, or Upcoming meetings tab in the AvePoint Meetings

Pro for SharePoint Home Page. To view all of the meetings in AvePoint Meetings Pro for SharePoint,

meetings created by the current user, or meetings synchronized from Microsoft Outlook, select the All

button in the upper-right corner of the AvePoint Meetings Pro for SharePoint Home Page and select All,

My Meetings, or Synchronized Meetings. You can search for specific created meetings in the following

ways:

• Searching for created meetings in the AvePoint Meetings Pro for SharePoint Home Page

i. Select an object level from the Search by drop-down list on the upper-right

corner of the Home Page. By default, Meeting is selected.

ii. To find the meeting that you want to search for, enter the keyword in the

Search field.

▪ If Meeting is selected, enter the keyword of the title and description.

▪ If Agenda is selected, enter the keyword of the title.

▪ If Action is selected, enter the keyword of the title and description.

▪ If Note is selected, enter the keyword of the title and description.

▪ If Decision is selected, enter the keyword of the proposer, seconder and title.

▪ If Attachment is selected, enter the keyword of the title.

▪ If Link is selected, enter the keyword of the link text or link URL.

iii. Click the Search ( ) button or press Enter to start the search.

The results that meet the search criteria are displayed in the Search interface.

• Searching for the created meetings in the Search interface

After searching for the created meeting on the AvePoint Meetings Pro for SharePoint

Home Page, you will be navigated to the Search interface to view the search results. To

directly navigate to the Search interface from the AvePoint Meetings Pro for SharePoint

Home Page, click the Search ( ) button beside the Search field. You can search for

meetings continuously in the Search interface.

i. To find the meeting that you want to search for, select an object level and then

enter the keyword in the Search field.

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▪ If Meeting is selected, enter the keyword of the title and description.

▪ If Agenda is selected, enter the keyword of the title.

▪ If Action is selected, enter the keyword of the title and description.

▪ If Note is selected, enter the keyword of the title and description.

▪ If Decision is selected, enter the keyword of the proposer, seconder and title.

▪ If Attachment is selected, enter the keyword of the title.

▪ If Link is selected, enter the keyword of the link text or link URL.

ii. Click the Search ( ) button or press Enter to start the search.

The results that meet the search criteria are displayed in the Search interface.

If you enter a keyword in the Search field and then select another object level, the

meetings will be automatically searched based on the keyword without clicking the

Search ( ) button or pressing Enter.

• Advanced Search

Select an object level from the object levels displayed beneath the Search field in the

Search interface. Then, click Advanced beside the Search ( ) button to perform an

advanced search. The Advanced Search window appears.

Configure the search conditions by adding and defining rules. Click Search to search for

the meetings that meet the search rules, or click Cancel to return to the Search

interface.

*Note: Multiple rules (4 at most simultaneously) can be added and combined by the

logical relationship “And” and “Or”.

Editing or Deleting a Created Meeting

Complete the following steps to edit or delete a created meeting.

*Note: To edit or delete a created meeting, you must be the Site Owner, Site Administrator, or meeting

organizer.

1. Log into the AvePoint Meetings Pro for SharePoint Home Page.

2. Click the Edit ( ) button on a meeting tile to edit this meeting or click the Delete ( ) button to delete this meeting.

*Note: A non-recurring meeting cannot be changed to a recurring meeting and a recurring

meeting cannot be changed to a non-recurring meeting during the editing process.

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*Note: To edit the meetings synchronized from Microsoft Outlook, you must break the sync

relationship between the meeting and Microsoft Outlook. For details, refer to the Breaking the

Sync Relationship.

Managing a Created Meeting

Click the created meeting you are about to edit in the AvePoint Meetings Pro for SharePoint Home Page.

Refer to the information below to manage the selected meeting.

1. Organizers – To change the organizers, click the Organizers text box to remove the configured organizers and enter another one.

*Note: The organizers of the meetings synchronized from Microsoft Outlook cannot be edited.

2. Start Time – Modify the start time for this meeting.

*Note: The start time of the meetings synchronized from Microsoft Outlook cannot be edited.

3. End Time – Modify the end time for this meeting.

*Note: The end time of the meetings synchronized from Microsoft Outlook cannot be edited.

4. Location – To change the location, click the Location text box to remove the configured rooms and enter other ones.

*Note: The location of the meetings synchronized from Microsoft Outlook cannot be edited.

5. Attendees – Click the photo of an attendee to view the attendee’s name and track the roll call

for meeting attendance. If necessary, click the Manage Attendees ( ) button to proceed to the Attendees interface for managing the meeting attendees.

• Adding attendees to the created meeting.

Enter the users you are about to add as attendees to the created meeting in the text

box. Click Add.

*Note: This feature will be disabled for meetings synchronized from Microsoft Outlook.

• Deleting attendees in the created meeting.

Select the Attendees options and click Delete at the bottom of the Attendees interface

to remove these attendees from the meeting.

*Note: This feature will be disabled for meetings synchronized from Microsoft Outlook.

• Tracking the roll call for meeting attendance.

The attendees that log into the meeting within 10 minutes ahead of the start time of the

meeting or during the meeting process will be set to Present automatically. You can call

the rolls for meeting attendance manually as well. Select the Attendees options and

click the Present or Absent button for roll call.

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*Note: To track the roll call for meeting attendance, you must be the meeting organizer,

Site Owner, or Site Administrator.

6. Description – In the meeting information section, you can click View More to view the content of the description, or click Collapse to hide the Description interface. If necessary, click the Description text box to edit the description for the meeting.

*Note: The description of the meetings synchronized from Microsoft Outlook cannot be edited.

7. Timeline – Click the time point on the timeline to manage the single occurrence of this recurring meeting.

*Note: The timeline only exists for the created recurring meeting.

8. New Agenda – Create a new agenda for the created meeting and configure the new agenda.

*Note: To create an object, you must be granted at least Contribute permissions to the

SharePoint site.

• Creating a New Agenda – Click New Agenda to create an agenda for the created meeting. Enter the Agenda Title for the new agenda in the Agenda Title text box.

• Configuring the Created Agenda – After creating the agenda, you can click the Settings (

) button, and a drop-down list appears. You can select Agenda Settings to configure the default attachment storage for the attachments. For details, refer to Meeting Settings and Agenda Settings. You can also select Edit from the drop-down list to edit the created agenda, or select Delete from the drop-down list to delete the created agenda. You can also drag the created agendas to adjust the agenda order. After an

agenda is complete, click the Settings ( ) button and then select Complete from the drop-down list to complete the agenda, or select Reopen from the drop-down list to reopen the agenda after you complete it.

Complete the following configurations to edit the created agenda:

o Agenda Title – Change an Agenda Title.

o Agenda Owner – Enter another username as the agenda owner.

o Agenda Timer – Select the Enable Agenda Timer option to enable the Agenda Timer function. Enter a value in the … minutes text box as the expected duration of this agenda.

Click Save to save the changes or click Cancel to go back to the management interface.

*Note: To edit a created agenda, you must be the agenda owner, meeting organizer,

Site Owner, or Site Administrator.

If necessary, configure the following settings:

• Add Action – Click Add Action to add an action for the created meeting.

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o Action Title – Enter the action title in the Action Title text box. Start Date – Select the start date for the added action from the Start Date calendar.

*Note: In AvePoint Meetings Pro for SharePoint, when the configured Start

Date is changed, the previously configured Due Date will be automatically

changed to keep the same time interval.

o Due Date – Select the due date for the added action from the Due Date calendar.

o Action Status – Set the action status for the added action from the Action Status drop-down list.

o Assigned to – Enter a username in the Assigned to text box to assign the added action to the entered users.

*Note: Group names cannot be entered here. Only one user can be entered in

the Assigned to text box.

o Action Description – Enter the description in the Action Description text box.

o Comment – Click Comment to add a comment for this action. To edit a comment, you can click the edit ( ) button at the end of the corresponding

row; to delete a comment, you can click the delete ( ) button at the end of the corresponding row.

*Note: You can only edit or delete the comments added by yourself.

*Note: The actions created for a single occurrence of a recurring meeting can be

manually inherited by all single occurrences of the same series behind this meeting. For

details, refer to Completing a Meeting. If the action status is Completed, it cannot be

inherited by the next single occurrence of the same series behind this meeting.

• Add Note – Click Add Note to add a note for the created meeting.

o Note Title – Enter the note title in the Note Title text box.

o Note Description – Enter the description in the Note Description text box.

• Add Attachment – Click Add Attachment to add an attachment to the created meeting. Select the file you want to attach in the pop-up Open window, and then click Open to upload the selected file to the meeting. The uploaded attachments will be stored in the configured attachment storage. To modify the attachment storage, refer to the Meeting Settings and Agenda Settings.

*Note: After adding attachments to the meeting in AvePoint Meetings Pro for

SharePoint on-premises, you can click the attachment title to download it. After adding

attachments to the meeting in AvePoint Meetings Pro for SharePoint Online, you can

download the attachment from the configured SharePoint library.

• Add Decision – Click Add Decision to add a decision for the created meeting.

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o Decision Title – Enter the decision title in the Decision Title text box.

o Decision Description – Enter the description in the Decision Description text box.

o Proposed by – Enter the username in the Proposed by text box to configure the proposer for this meeting. Use a semicolon after the entered username to check the value you entered.

o Seconded by – Enter the usernames in the Seconded by text box to configure the seconders for this meeting. Use a semicolon after the entered username to check the value you entered.

• Add Link – Click Add Link to add a link for the created meeting.

o Link Text – Enter the link text in the Link Text text box.

*Note: The link text is optional to configure. If the link text is empty, the link

URL will be displayed to represent this link.

o Link URL – Enter the URL in the Link URL text box.

o Link Description – Enter the description in the Link Description text box.

Click Collapse All to collapse all of the added agendas, or click Expand All to expand all of the

added agendas.

9. After adding metadata to Meeting, Agenda, Action, Note, Attachment, Decision, and Link, click

the Edit Metadata ( ) button to edit the metadata of the created meeting, agenda, action, note, attachment, decision, and link.

*Note: To edit the metadata of a created meeting, you must be the Site Owner, Site

Administrator, or meeting organizer. To edit the metadata of a created agenda, you must be the

Site Owner, Site Administrator, meeting organizer, or agenda owner.

10. Share – To share the meeting with other people, click Share on the upper-right corner of the interface. In the pop-up Share window, enter usernames in the Invite People text box. Select the Send an e-mail invitation option if you want to send an e-mail invitation to the users entered in the Invite People text box. Click Share to share this meeting with the entered users or click Cancel to go back to the management interface.

*Note: To share the meeting, you must be the Site Owner, Site Administrator, or meeting

organizer.

*Note: The users entered in the Invite People text box will be added to the attendees

automatically.

11. Export – Complete the steps below to export the meeting minutes to PDF.

a. Click the Export ( ) button on the upper-right corner of the interface. The Export

window pops up.

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b. Select the level of meeting content that you want to include in the exported PDF by

selecting the corresponding option.

c. If you has selected Attachments to be included in the exported PDF, and you want to

make all pages in attachment files retain their original page sizes in the exported PDF

file, you can select the Keep original page sizes of attachments in the exported PDF file

option.

d. If necessary, select the People to send PDF to option, and then enter the users that you

want to send the exported PDF to in the text box below.

e. Click Export to export the meeting minutes as PDF or click Cancel to go back to the

management interface.

12. Print – Print the management interface of the current meeting. Click Print on the upper-right corner of the interface. In the pop-up Print window, click Print to print the management interface of the current meeting or click Cancel to go back to the management interface.

Using the Agenda Timer

After the Agenda Timer function is enabled, the agenda owner, meeting organizer, Site Owner, or Site

Administrator can click the Start ( ) button to start the countdown, click the Pause ( ) button to

stop the countdown, or click the Reset ( ) button to reset the Agenda Timer. Only one Agenda Timer

can be started at one time.

*Note: The agenda owner, meeting organizer, Site Owner, or Site Administrator can also disable the

Agenda Timer function or change the expected duration after the Agenda Timer is started. The actual

duration of this agenda will not be changed after the expected duration is changed.

Breaking the Sync Relationship

To break the sync relationship between a synchronized meeting in AvePoint Meetings Pro for SharePoint

and Microsoft Outlook, complete the following steps:

1. Log into the Home Page of AvePoint Meetings Pro for SharePoint.

2. Click the Break Sync Relationship with Outlook ( ) button on a meeting tile to break the sync relationship.

3. A confirmation window pops up to confirm that you want to break the sync relationship. Click OK to break the sync relationship or click Cancel to retain the sync relationship.

*Note: Only the meeting organizer can click this button to break the sync relationship.

After the sync relationship is broken, any updates in Microsoft Outlook will not be synchronized to this

meeting, and this meeting can be edited or deleted in AvePoint Meetings Pro for SharePoint. The sync

relationship cannot be re-enabled once it has been broken.

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Completing a Meeting

Follow the steps below to complete a meeting:

1. Click the meeting tile of the meeting that you want to complete.

2. Finalize the meeting’s agendas that have been completed by click the Settings ( ) button for the agenda, and selecting Complete from the drop-down list to complete the agendas.

3. Click the Settings ( ) button in the meeting information section.

4. Select Complete from the drop-down list to complete the meeting. If you are completing a single occurrence, the Complete This Single Occurrence window appears.

5. Select the Push All Open Agendas to the Next Single Occurrence option to push all of the open agendas, including the Agenda Owner, Agenda Title, metadata of the agenda, and the uncompleted actions of the agenda, in this single occurrence to the next single occurrence, or unselect the option to not do so.

6. Click OK to save the configurations.

Reopening a Meeting

After a meeting is completed, follow the steps below if you want to reopen it:

1. Click the meeting tile of the meeting that you want to reopen.


3. Select Reopen from the drop-down list to reopen the meeting.

Synchronizing the Actions Created in AvePoint Meetings for

SharePoint to Microsoft Outlook

To synchronize the actions created in AvePoint Meetings Pro for SharePoint to Microsoft Outlook, the

Task Synchronization function must be enabled.

Complete the following steps to enable the Task Synchronization function, and configure its settings:

*Note: To enable the Task Synchronization function, you must have the ApplicationImpersonation role

within the Exchange. A few minutes after being assigned the ApplicationImpersonation role in

Exchange, the user can enable the Task Synchronization function in AvePoint Meetings Pro.

*Note: When the user token that is used to synchronize the actions to Exchange Online tasks has

expired, AvePoint Meetings Pro will use SendGrid e-mail service to send an e-mail notification to you. To

reinstaintiate the user token, you must reenable the Task Synchronization function in AvePoint

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Meetings Pro for SharePoint Online. For details of enabling the Task Synchronization function, refer to

the instructions below.


2. Click Global View on the top bar, the Global View page appears.

3. Click the Settings ( ) button on the upper-right corner of the Home Page and select Task Synchronization from the drop-down list. The Task Synchronization page appears.

4. Select the Enable and configure the synchronization of action items and tasks to your Exchange Server or Enable synchronization of actions and tasks between AvePoint Meetings Pro and Exchange Online option, and compete the following configurations:

• Exchange Service URL – This configuration is only for AvePoint Meetings Pro for SharePoint on-premises. Enter the URL of the Exchange Server to which the actions and tasks will be synchronized.

• Username – This configuration is only for AvePoint Meetings Pro for SharePoint on-premises. Enter the username in the Username text box.

• Password – This configuration is only for AvePoint Meetings Pro for SharePoint on-premises. Enter the password in the Password text box.

• Synchronize tasks and actions from the last – Select a period from the drop-down list, and all tasks and actions within the period will be synchronized to the Exchange.

• Synchronize tasks and actions everyday at – This configuration is only for AvePoint Meetings Pro for SharePoint on-premises. Select a time and time zone from the corresponding drop-down list for synchronizing tasks and actions between Exchange and AvePoint Meetings Pro.

• Last sync – This field is only available for AvePoint Meetings Pro for SharePoint Online. The last time when the task synchronization is completed will be displayed in this field. The tasks in Exchange Online will be synchronized to AvePoint Meetings Pro as actions at daily 12 a.m. in the time zone which the current user belongs to when first logging in.

5. Click Save to save the configurations, or click Cancel to go back to the Global View page.

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Metadata Manager

The Site Owner or Site Administrator can add the created metadata to specified object levels by

configuring the Metadata Definition and Metadata Configuration.

The Site Owner or Site Administrator must have at least the Read permission to the top-level site of the

site collection where the AvePoint Meetings Pro for SharePoint site resides. When using metadata in

AvePoint Meetings Pro for SharePoint, make sure the user who adds, edits, and views the metadata

value has at least the Read permission to the top-level site of the site collection where the AvePoint

Meetings Pro for SharePoint site resides as well.

To navigate to Metadata Definition and Metadata Configuration, click the Settings ( ) button on the

upper-right corner of the Home Page and select Metadata Manager from the drop-down list. The

Metadata Manager interface appears.

Metadata Definition

To create, edit or delete metadata, select the Metadata Definition in the Metadata Manager interface.

Creating Metadata

Complete the following steps to create the metadata:

1. Click Create on the ribbon.

2. Configure the following settings to create the metadata.

• Display Name – Enter the display name for the metadata you are about to create.

• Icon – Select an icon for the metadata you are about to create.

• Data Type – Select a data type for the metadata you are about to create.

o Text – Select this option to create a Text data type.

o Choice (menu to choose from) – Select this option to create a Choice data type.

o Person or Group – Select this option to create a Person or Group data type.

o Managed Metadata – Select this option to create a Managed Metadata data type.

• Enter Each Choice on A Separate Line – If you select Choice as the data type, this field will appear. Enter the value that you are about to set as the option. Make sure to enter each choice on a separate line.

• Allow Multiple Selections – Select Yes to allow the ability to select or enter more than one value at a time, or select No to allow only one value at a time.

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• Default Value – If you select Text or Choice as the data type, this field will appear. If you select Choice as the data type, enter one of the values configured in the Enter Each Choice on A Separate Line field as the default option. If you select Text as the data type, enter a value as the default value in the Default Value text box as necessary.

• Allow Selection Of – If you select Person or Group as the data type, this field will appear. Select People Only to allow entering usernames only or select People and Group to allow entering usernames and group names.

• Term Set Setting – If you select Managed Metadata as the data type, this field will appear. Select the term set from which the term must come. You can enter the keyword

in the Term Set Setting text box and click the Find ( ) button to find the term set

quickly. Or you can click the Reset ( ) button to reset your selection.

• Select the Default Value – If you select Managed Metadata as the data type, this field will appear. Enter one or more terms of the selected term set as the default value for

this metadata. Or you can click the Browse for a valid choice ( ) button and select one or more terms under the selected term set in the pop-up Select: Default window. Click Select and then click OK to add the terms to the Select the Default Value text box.

3. Click Create to create the metadata or click Cancel to exit the Create Metadata interface.

Editing Metadata

Select the option of the metadata that you are about to edit and then click Edit on the ribbon. The Edit

Metadata window appears. Follow the instructions in Creating Metadata to edit the metadata.

*Note: The data type cannot be changed when editing the metadata.

Deleting Metadata

Select the options of the metadata that you are about to delete and then click Delete on the ribbon.

Metadata Configuration

To configure which metadata can appear where and in which order in specified object levels, select

Metadata Configuration on the Metadata Manager interface.

To add metadata to a specified object level, complete the following steps:

1. Select the object level where you are about to add the metadata on the ribbon.

2. Click the Add Metadata drop-down list.

3. Select one or more metadata options from the drop-down list.

4. Click Add beside the Add Metadata drop-down list.

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To adjust the display order of the metadata in the specified object level, select a specified number from

the Order drop-down list.

To remove the metadata from a specified object level, select the specified object level on the ribbon and

then click the Remove ( ) button of the corresponding metadata.

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Configuring Date and Time Format

Complete the following steps to configure the date and time format that appears in meetings:

1. Click the Settings ( ) button on the upper-right corner of the Home Page and then select Date & Time Format from the drop-down menu.

2. Select a date format from the Date Format drop-down list.

3. Select a time format from the Time Format drop-down list.


The current date and time with the selected format will be displayed as an example in the Example

section.

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Meeting Settings and Agenda Settings

Refer to this section to configure an attachments storage for a created meeting or agenda.

• If you want to configure a separate attachment storage for only storing the attachments of a certain meeting, refer toConfiguring an Attachments Storage for a Created Meeting.

• If you want to configure a separate attachment storage for only storing the attachments of a certain agenda in one meeting, refer to Configuring an Attachment Storage for a Created Agenda.

*Note: Only the Site Owner, the Site Administrator, and the meeting’s organizers can configure an

attachments storage for a created meeting.

The Site Owner, the Site Administrator, the meeting’s organizers, and the agenda owners can configure

the meeting privacy or agenda privacy by configuring meeting viewers or agenda viewers for a created

meeting or agenda.

Configuring an Attachments Storage for a Created Meeting

To configure an attachment storage for a created meeting, complete the steps below:


2. Click the Settings ( ) button on a meeting tile, and the Configure Meeting Settings pop-up window appears.








Pro library is automatically created at the first time you access AvePoint Meetings for

SharePoint Online.


You can also configure the meeting privacy for the meeting in the Configure Meeting Settings pop-up

window. For details, refer to the Configuring the Meeting Privacy for a Created Meeting section.

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Configuring the Meeting Privacy for a Created Meeting

The site administrator and meeting organizers can configure the meeting privacy by defining the

meeting viewers. The meeting viewers can only view the meeting content, instead of editing or creating

new content in this meeting.

The function is only available when enable the meeting privacy. To enable meeting privacy, complete

the steps below:

*Note: Only the Site Owner or Site Administrator can enable the meeting privacy.


2. Click the Settings ( ) button at the upper-right corner of the AvePoint Meetings Pro Home page, and then select Meeting Privacy from the drop-down menu. The Meeting Privacy page appears.

3. Select the Enable Meeting Privacy option, the users will only see the meetings where they are the owners, attendees, or guests. If you select the Disable Meeting Privacy option, users will see all of the meetings within this site.

Then, complete the steps below to configure the meeting privacy:


2. Click the meeting tile to open the meeting for which you are about to configure the meeting privacy.


4. Select Meeting Privacy from the drop-down menu. The Configure Meeting Privacy window appears.

5. Enter the users in the text box as the meeting viewers.

6. Configure the meeting privacy by entering the users in the Meeting Privacy text box as the viewers who can only view the meeting content, instead of editing or creating new content in this meeting.


Configuring an Attachment Storage for a Created Agenda

To configure an attachment storage for a created agenda, complete the steps below:


2. Click the meeting tile to open the meeting.

3. Click the Settings ( ) button next to the agenda and then select Agenda Settings from the drop-down menu. The Configure Agenda Settings window appears.

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Pro library is automatically created at the first time you access AvePoint Meetings for

SharePoint Online.


You can also configure the agenda privacy for the agenda in the Configure Agenda Settings pop-up

window. For details, refer to the Configuring the Agenda Privacy for a Created Agenda section.

Configuring the Agenda Privacy for a Created Agenda

The site administrator, meeting’s organizers, and agenda owners can configure the agenda privacy by

defining the agenda viewers. The agenda viewers can only view the content of the agenda and the

meeting where it belongs, instead of editing or creating new content in this agenda or meeting.

Complete the steps below to configure the agenda privacy:


2. Click the meeting tile to open the meeting.

3. Click the Settings ( ) button next to the agenda and then select Agenda Settings from the drop-down menu. The Configure Agenda Settings window appears.

4. Select the This agenda's privacy settings will inherit from the meeting where it belongs. option to add the same users as the meeting viewers you add to the current agenda, or unselect this option and then enter the users as the agenda viewers in the text box.


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Migrating Data

This feature is only for AvePoint Meetings Pro for SharePoint on-premises. In AvePoint Meetings Pro 4.0

for SharePoint, complete the steps below if you want to migrate the data of AvePoint Meetings 3.2.2 for

SharePoint to AvePoint Meetings Pro 4.0 for SharePoint:

*Note: The applied license information of AvePoint Meetings 3.2.2 for SharePoint will not be migrated

to AvePoint Meetings Pro 4.0 for SharePoint after the migration.

1. Click the Settings ( ) button at the upper-right corner of the page and then select Data Migration from the drop-down menu.

2. Click Migrate in the pop-up window to start the migration, or click Ask Me Later to close the window without migrating the data.

3. The migration starts automatically.

4. After the old data are successfully migrated to AvePoint Meetings Pro 4.0 for SharePoint, click Back to Site and access AvePoint Meetings Pro 4.0 for SharePoint again to see the updates.

If an error occurred while migrating the old data, you can click Roll Back to roll back the old

data.

You can also migrate the data of AvePoint Meetings 3.2.2 for SharePoint to AvePoint Meetings Pro 4.0

for SharePoint by running the AvePoint Meetings Pro Migration Tool. To run the AvePoint Meetings Pro

Migration Tool, complete the steps below:

1. On the server where AvePoint Meetings Pro Website resides, navigate to …\AvePoint\AvePoint Meetings Pro\AvePoint WebSite\MigrationTool.

*Note: The AvePoint Meetings Pro Migration Tool must be run on a SharePoint Web front-end

server. If the AvePoint Meetings Pro Website is not installed on the SharePoint Web front-end

server, navigate to …\AvePoint\AvePoint Meetings Pro\AvePoint WebSite and copy the

MigrationTool folder and plugins folder to a SharePoint Web front-end server, open the

MigrationTool folder and then complete the steps below.

2. Right-click the Meetings.MigrationTool.exe file and then select Run as administrator.

*Note: The user who runs the AvePoint Meetings Pro Migration Tool must at least have the

following permissions:

• The Read permission to the Web application where the sites with AvePoint Meetings 3.2.2 for SharePoint data resides.

• A member of local Administrators group.

• The db_owner database role in the sharepoint_config DB.

• The db_owner database role in the WSS_Content DB.

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• The db_owner database role in the database configured in the Database Configuration step when installing AvePoint Meetings Pro website.

3. Sites that meet the following requirements are displayed in the tool:

• In the farm where AvePoint Meetings Pro Migration Tool resides.

• Has the data of AvePoint Meetings 3.2.2 for SharePoint.

• In the Web application where the user who runs the AvePoint Meetings Pro Migration Tool has at least the Read permission.

4. Select the sites by selecting the corresponding options to migrate the data of AvePoint Meetings 3.2.2 for SharePoint to AvePoint Meetings Pro 4.0 for SharePoint.

5. Enter the username and the corresponding password in the Username and Password text boxes. Make sure the entered user has at least the Read permission to the selected sites. If the site whose AvePoint Meetings 3.2.2 for SharePoint data you want to migrate is a sub site of a site collection, and it has broken the permission inheritance, make sure the entered user has at least the Read permission to the top-level site of this sub site.

6. Click Migrate to start the migration.

7. After the migration, click Rescan. The sites that went through the migration will not be displayed.

8. Click Roll back.

9. Click Rescan to display the sites that went through the migration.

10. Select All, Successful, or Failed from the View drop-down list to filter the sites based on the migration status.

11. If the migration failed, click Roll back next to the site to roll back the old data.

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Configuring the Maximum Attachment Size by

Modifying the Web.config File

This feature is only for AvePoint Meetings Pro for SharePoint on-premises. Complete the following steps

to modify the Web.config file for configuring the maximum attachment size:

1. Log into the server where AvePoint Meetings Pro website resides.

2. Go to the …\AvePoint\AvePoint Meetings Pro\AvePoint WebSite directory and find the Web.config file.

3. Open the Web.config file with Notepad.

4. Locate the <add key="maxFileLength" value="" /> node.

5. Enter the maximum attachment size number as the value of the node.

6. Save the file.

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Synchronizing Meetings Created in Microsoft Outlook to

AvePoint Meetings Pro for SharePoint

To synchronize meetings created in Microsoft Outlook to AvePoint Meetings Pro for SharePoint, select a

SharePoint site from the Site Title drop-down list on the ribbon when creating a meeting in Microsoft

Outlook. After the meeting invite is sent out via Microsoft Outlook, it will be synchronized to AvePoint

Meetings Pro for SharePoint on the selected SharePoint site.

After the synchronization:

• The user in the From field is synchronized as the organizer, the users in the To field are synchronized as the attendees, and the value in the Subject field is synchronized as the meeting title in AvePoint Meetings Pro for SharePoint.

• Any changes made to Microsoft Outlook will be synchronized to AvePoint Meetings Pro for SharePoint.

All of the attendees will receive a notification e-mail that includes a link to the AvePoint Meetings Pro

for SharePoint Meeting Occurrence page.

Note the following:

• When creating a meeting in Microsoft Outlook, make sure the organizer and the attendees exist in the site where AvePoint Meetings Pro for SharePoint resides.

• You cannot edit the properties of a meeting synchronized from Microsoft Outlook in AvePoint Meetings Pro for SharePoint. You can edit the properties in Microsoft Outlook directly, and the changes will be synchronized to AvePoint Meetings Pro for SharePoint. To edit the properties of a meeting synchronized from Microsoft Outlook in AvePoint Meetings Pro for SharePoint, you must first break the sync relationship. To delete a meeting synchronized from Microsoft Outlook in AvePoint Meetings Pro for SharePoint, you must break the sync relationship first.

• If you create a recurring meeting with no end date in Microsoft Outlook, the meeting synchronized to AvePoint Meetings Pro for SharePoint will recur for one year.

• If you create a Lync meeting in Microsoft Outlook, the meeting synchronized to the AvePoint Meetings Pro for SharePoint will include a link to this Lync meeting.

• If you create a meeting in Microsoft Outlook that includes WordArt or a text box, the meeting cannot be synchronized to AvePoint Meetings Pro for SharePoint.

• Appointments in Microsoft Outlook cannot be synchronized to AvePoint Meetings Pro for SharePoint.

• Tasks in Microsoft Outlook will be synchronized to AvePoint Meetings Pro for SharePoint Online as actions at daily 12 a.m. in the time zone which the current user belongs to when first logging in.

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AvePoint Meetings Pro Outlook Plug-In

The AvePoint Meetings Pro Outlook Plug-In is an optional add-in for Microsoft Outlook that synchronizes

meetings created in Microsoft Outlook to AvePoint Meetings Pro for SharePoint.

*Note: When AvePoint Meetings Pro for SharePoint on-premises, with AvePoint Meetings 3.2.2 for

SharePoint and AvePoint Meetings Pro 4.0 for SharePoint are both added in the same SharePoint site,

meetings created in Microsoft Outlook will be synchronized to AvePoint Meetings Pro 4.0 for

SharePoint. If you only have the AvePoint Meetings 3.2.2 for SharePoint added in the SharePoint site,

meetings created in Microsoft Outlook will be synchronized to AvePoint Meetings 3.2.2 for SharePoint.

*Note: Only the AvePoint Meetings Pro Outlook Plug-in 3.2.2, 4.0, and 4.2 can be configured to work

with AvePoint Meetings Pro 4.0; only the AvePoint Meetings Pro Outlook Plug-in 4.0, 4.1 and 4.2 can be

configured to work with AvePoint Meetings Pro 4.2.

AvePoint Meetings Pro Outlook Plug-In Requirements

The AvePoint Meetings Pro Outlook Plug-In is an optional add-in for Microsoft Outlook that synchronizes

meetings created in Microsoft Outlook to AvePoint Meetings Pro for SharePoint. For installation

instructions, refer to Installing the AvePoint Meetings Pro Outlook Plug-In.

Every end-user computer using the AvePoint Meetings Pro Outlook Plug-In must meet the following

requirements:

• Microsoft Outlook 2010, Microsoft Outlook 2013, or Microsoft Outlook 2016 is installed on the computer.

• .Net Framework Version 4.5 or above is installed on the computer that will host this add-in.

• The AvePoint_Meetings_Pro_Outlook_Plugin.msi file has been downloaded to every end-user computer that will use this add-in.

Installing the AvePoint Meetings Pro Outlook Plug-In

Before installing the AvePoint Meetings Pro Outlook Plug-In, ensure that you have met all of the

prerequisites listed in AvePoint Meetings Pro Outlook Plug-In Requirements.

To add the AvePoint Meetings Pro Outlook Plug-In to Microsoft Outlook, complete the following steps:

1. Double-click the AvePoint_Meetings_Pro_Outlook_Plugin.msi file. The AvePoint Meetings Pro Outlook PlugIn pop-up window appears.

2. Select I Agree to agree the license agreement.

3. Click Next. The Select Installation Folder step appears.

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Figure 4: The Select Installation Folder step.

4. Click Browse.

5. Select a folder where AvePoint Meetings Pro Outlook Plugin will be installed and then click OK.

6. Select Everyone or Just me.

• Everyone – Select this option so that anyone who uses the computer with AvePoint Meetings Pro Outlook plugin installed can use the functions of AvePoint Meetings Pro Outlook plugin.

• Just me – Select this option so that only the user who installed AvePoint Meetings Pro Outlook plugin can use the functions of AvePoint Meetings Pro Outlook plugin on this computer.

7. Click Next. The Confirm Installation step appears.

8. Click Next to start the installation. The installation process starts automatically.

9. Click Close when the installation is complete.

*Note: To use the AvePoint Meetings Pro Outlook Plug-in 4.0 successfully, uninstall the AvePoint

Meetings Pro Outlook Plug-in (available in AvePoint Meetings for SharePoint 3.x) first.

10. Restart Microsoft Outlook to load the add-in:

a. Locate Microsoft Outlook on your system, and then simultaneously press Shift on the

keyboard and double-click Microsoft Outlook to open it.

b. After Microsoft Outlook opens and loads, close Microsoft Outlook.

c. Proceed to the next section to activate your add-in.

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Activating the Installed AvePoint Meetings Pro Outlook Plug-In

After installing the AvePoint Meetings Pro Outlook Plug-In, activate the installation by completing the

following steps:

1. After closing Microsoft Outlook (as described in the last step of the previous section), re-open the application.

2. Navigate to File > Options > Add-Ins.

Figure 5: Navigating to File > Options > Add-Ins.

3. Verify whether or not AvePoint Meetings Pro Outlook PlugIn is under the Active Application Add-ins heading of the Add-ins field.

• If AvePoint Meetings Pro Outlook PlugIn is under the Active Application Add-ins heading, the AvePoint Meetings Pro Outlook Plug-In is successfully installed on your Microsoft Outlook.

• If AvePoint Meetings Pro Outlook PlugIn is under the Inactive Application Add-ins heading, complete the following steps to re-install it:

i. In the lower-left corner of the Outlook Options interface, keep the default COM

Add-ins in the Manage drop-down list.

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Figure 6: The COM Add-ins in the Manage drop-down list.

ii. Click Go.... The COM Add-Ins pop-up window appears.

Figure 7: The COM Add-Ins pop-up window.

iii. Select AvePoint Meetings Pro Outlook PlugIn from the Add-Ins available field,

and then click Remove to remove it. The AvePoint Meetings Pro Outlook Plug-In

is removed from Microsoft Outlook.

iv. Open the Control Panel, click Uninstall a program to uninstall AvePoint

Meetings Pro Outlook Plug-In from your computer.

v. Select AvePoint Meetings Pro Outlook PlugIn, and then click Uninstall to

uninstall it.

vi. Follow the steps in Installing the AvePoint Meetings Pro Outlook Plug-In to

install the add-in again.

vii. If the same issue still occurs after you have tried again, contact an AvePoint

representative for help.

• If AvePoint Meetings Pro Outlook PlugIn is under the Disabled Application Add-ins heading, complete the following steps to enable it.

i. In the lower-right corner of Outlook Options interface, select Disabled Items in

the Manage drop-down list.

Figure 8: Selecting Disabled Items in the Manage drop-down list.

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ii. Click Go.... The Disabled Items pop-up window appears.

iii. Select AvePoint Meetings Pro Outlook Plug-In, and then click Enable to enable it.

Before You Begin

In order to use the AvePoint Meetings Pro Outlook Plug-In, the AvePoint Meetings Pro Outlook Plug-In

must be properly installed on Microsoft Outlook. For more information about AvePoint Meetings Pro

Outlook Plug-in Installation, refer to the AvePoint Meetings Pro for SharePoint On-Premises Installation

and Configuration Guide.

Enabling the AvePoint Meetings Pro Outlook Plug-In

In order to use the AvePoint Meetings Pro Outlook Plug-In, it must be enabled after the installation and

activation.

1. Open Microsoft Outlook.

2. Under the Home tab, select Meeting from the New Items drop-down menu. The Untitled - Meeting interface appears.

3. Click Enable Meetings on the ribbon to enable the add-in feature. The Disable Meetings, Site Title, and Mange Sites and Credentials buttons appear on the ribbon.

*Note: If desired, click Disable Meetings to disable the add-in feature.

Managing Sites and Credentials

Before synchronizing created meetings to AvePoint Meetings Pro for SharePoint in a SharePoint site,

access Manage Sites and Credentials to manage which site the meetings will be synchronized to, and to

configure the credentials used to access this site. Click Manage Sites and Credentials on the ribbon in

the Meeting interface of Microsoft Outlook, the Sites and Credentials window appears.

Adding a Credential

To add a new credential, complete the following steps:

1. In the Sites and Credentials interface, click Credentials.

2. Click Create. The New Credential window appears.

• Authentication – Select an authentication method to access the SharePoint site where AvePoint Meetings Pro for SharePoint resides.



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o Windows Authentication – Select windows authentication to access the specified SharePoint site.

▪ Username – Enter the SharePoint account name.

▪ Password – Enter the corresponding password.

o ADFS Authentication – Select ADFS authentication to access the specified SharePoint site.

▪ Username – Enter the name of a user in the ADFS server domain.


▪ Trusted Provider Name – This configuration is only for AvePoint Meetings Pro for SharePoint on-premises. Select this option, and enter the name of the trusted provider.

*Note: To select this authentication method, make sure ADFS authentication is

configured in the SharePoint environment.

*Note: The account you enter must have at least Contribute permissions to SharePoint sites

that have AvePoint Meetings Pro for SharePoint installed.

3. Click Save to save your changes and return to the Sites and Credentials interface, or click Cancel to return to the Sites and Credentials interface without saving any configurations.

Editing Credentials

To edit a previously added credential, complete the following steps:

*Note: If you want to use ADFS authentication after updating AvePoint Meetings Pro for SharePoint

Online to version 4.2.2, you must reconfigure the credentials by deselecting the Trusted Provider Name

option. Otherwise, the credentials will be unavailable.

1. Under the Credentials tab of the Sites and Credentials interface, select a previously added credential.

2. Click Edit to edit it. The Edit Credential window appears.

• Authentication – Select an authentication method to access the SharePoint site where AvePoint Meetings Pro for SharePoint resides.

o Windows Authentication – Select windows authentication to access the specified SharePoint site.

▪ Username – Enter the SharePoint account name.


o ADFS Authentication – Select ADFS authentication to access the specified SharePoint site.

▪ Username – Enter the name of a user in the ADFS server domain.

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▪ Trusted Provider Name – This configuration is only for AvePoint Meetings Pro for SharePoint on-premises. Select this option, and enter the name of the trusted provider.

*Note: To select this authentication method, make sure ADFS authentication is

configured in the SharePoint environment.


Deleting Credentials

To delete one or more credentials, complete the following steps:

1. Under the Credentials tab of the Sites and Credentials interface, select one or more previously added credentials.

2. Click Delete to delete the selected credentials.

*Note: The credentials that are currently being used cannot be deleted.

Adding a SharePoint Site

To add a SharePoint site to the list of available sites for synchronization, complete the following steps:

*Note: You can only add one site at a time.

1. Click Sites in the Sites and Credentials interface.

2. Click Add Site. The Add Site pop-up window appears.

• SharePoint Site URL – Enter the URL of the site where AvePoint Meetings Pro for SharePoint resides.

• Synchronize rooms available in Outlook to the AvePoint Meetings Pro in the registered SharePoint site – Select this option to synchronize the rooms in the All Rooms group to AvePoint Meetings Pro for SharePoint when the meeting created in Microsoft Outlook is synchronized to AvePoint Meetings Pro for SharePoint on this SharePoint site.

• Credential – Specify a credential to access the specified SharePoint site. You can choose to use a previously added credential or create a new credential.

o Select an Existing Credential – Select a credential from the drop-down list.

o Create a New Credential – Create a new credential. For more information on how to create a new credential, refer to Adding a Credential.

3. Click Validation Test to test the following issues:

• The entered SharePoint site exists.

• AvePoint Meetings Pro for SharePoint exists in the specified SharePoint site.

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• The specified credential has sufficient permission to access the specified SharePoint site and create meetings.

• The Platform Service functions properly.


If added correctly, the SharePoint site will appear in the Site Title drop-down list on the ribbon.

Editing a SharePoint Site

Under the Sites tab of the Sites and Credentials interface, select a previously added SharePoint site and

then click Edit. The Edit Site window appears. Follow the instructions in Adding a SharePoint Site to edit

the SharePoint site.

Deleting SharePoint Sites

Under the Sites tab of the Sites and Credentials interface, select one or more previously added

SharePoint sites and then click Delete.

Uninstalling the AvePoint Meetings Pro Outlook Plug-In

To uninstall AvePoint Meetings Pro Outlook Plug-In, complete the following steps:

1. Open the Control Panel, click Uninstall a program to uninstall AvePoint Meetings Pro Outlook Plug-In from your computer.

Figure 9: Uninstalling a program in the Control Panel interface.

2. Select AvePoint Meetings Pro Outlook PlugIn, and then click Uninstall to uninstall it.

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Figure 10: Uninstalling the AvePoint Meetings Pro Outlook PlugIn.

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Notices and Copyright Information

Notice The materials contained in this publication are owned or provided by AvePoint, Inc. and are the property of AvePoint or its licensors, and are protected by copyright, trademark and other intellectual property laws. No trademark or copyright notice in this publication may be removed or altered in any way.

Copyright Copyright ©2013-2017 AvePoint, Inc. All rights reserved. All materials contained in this publication are protected by United States and international copyright laws and no part of this publication may be reproduced, modified, displayed, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written consent of AvePoint, 3 Second Street, Jersey City, NJ 07311, USA or, in the case of materials in this publication owned by third parties, without such third party’s consent. Notwithstanding the foregoing, to the extent any AvePoint material in this publication is reproduced or modified in any way (including derivative works and transformative works), by you or on your behalf, then such reproduced or modified materials shall be automatically assigned to AvePoint without any further act and you agree on behalf of yourself and your successors, assigns, heirs, beneficiaries, and executors, to promptly do all things and sign all documents to confirm the transfer of such reproduced or modified materials to AvePoint.

Trademarks AvePoint®, DocAve®, the AvePoint logo, and the AvePoint Pyramid logo are registered trademarks of AvePoint, Inc. with the United States Patent and Trademark Office. These registered trademarks, along with all other trademarks of AvePoint used in this publication are the exclusive property of AvePoint and may not be used without prior written consent.

Microsoft, MS-DOS, Internet Explorer, Microsoft Office SharePoint Servers 2007/2010/2013, SharePoint Portal Server 2003, Windows SharePoint Services, Windows SQL server, and Windows are either registered trademarks or trademarks of Microsoft Corporation.

Adobe Acrobat and Acrobat Reader are trademarks of Adobe Systems, Inc.

All other trademarks contained in this publication are the property of their respective owners and may not be used without such party’s consent.

Changes The material in this publication is for information purposes only and is subject to change without notice. While reasonable efforts have been made in the preparation of this publication to ensure its accuracy, AvePoint makes no representation or warranty, expressed or implied, as to its completeness, accuracy, or suitability, and assumes no liability resulting from errors or omissions in this publication or from the use of the information contained herein. AvePoint reserves the right to make changes in the Graphical User Interface of the AvePoint software without reservation and without notification to its users.

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