The StarLeaf Scheduler for Outlook Exchange Server is an add-in that allows all Outlook users in an organization to schedule video meetings directly from their Outlook client.

Note: If you have Office 365, you must use the Scheduler for O365 instead. This will give you the best experience when scheduling meetings and has the following advantages:

  • Works on macOS and Outlook Web App
  • When you make changes to a meeting on any device (desktop, web, or mobile) the updates synchronize with StarLeaf
  • An admin can customize the joining text of a meeting invite

In this topic:

Users install the StarLeaf Scheduler on their Windows computer or you can mass-deploy the StarLeaf Scheduler. (For information about using the StarLeaf Scheduler, refer to StarLeaf Scheduler for Outlook Exchange Server.)

The StarLeaf Scheduler allows users to schedule meetings from Outlook. The meeting invitations are pre-populated with the correct dial-in details for the video meeting and with invitation text. This invitation text is customizable.

The StarLeaf Scheduler for Outlook Exchange Server supports Microsoft Outlook 2010, 2013, 2016, and 2019.

  • You can invite meeting room systems to the video meeting. StarLeaf meeting room systems display a join button making it very easy for people to join their video meeting
  • If you later want to update any of the meeting details (e.g. change the time of your meeting), you can do so by editing the meeting details in your Outlook calendar. All participants receive email updates
  • To cancel a meeting, find the meeting details in your Outlook calendar and select Cancel meeting. All participants who accepted the meeting receive email updates informing them that the meeting is canceled
  • To convert a regular Outlook meeting into a video meeting, open the meeting details and select schedule:
  • Outlook 2010: If you are using this version of Outlook, and you create a repeating conference, you cannot later edit a single occurrence of that conference

Installing the StarLeaf Scheduler

Installing the StarLeaf Scheduler on a computer

  1. Close Outlook on your computer.
  2. Download the StarLeaf Scheduler from here .
    Clicking the link starts the download automatically.
  3. Run the file you have downloaded and follow onscreen instructions.
  4. Restart Outlook. A new option appears on the Outlook ribbon:

Mass-deploying the StarLeaf Scheduler for Exchange Server

StarLeaf provides an MSI installer for the StarLeaf Scheduler.

The MSI installer can be used with Microsoft deployment tools to mass deploy the StarLeaf Scheduler to a group of users.

By default the StarLeaf Scheduler installer installs to a single user profile in Windows.

Optionally, you can use the ALLUSERS flag to control this behavior:

  • ALLUSERS=0 This is the recommended default and installs to a single user. The StarLeaf Scheduler automatically upgrades in this case
  • ALLUSERS=1 This causes a machine-wide install and in this case, auto upgrade is disabled. You need to manually push upgrades to your users

To enable the legacy version of the StarLeaf Scheduler that requires users to sign in, use the parameter LEGACYPASSWORDMODE=1 when you are mass-deploying.

For more information on how to mass deploy the add-in to a group of users, go to Deploy Office add-ins in the Office 365 admin center .

How to integrate the StarLeaf Scheduler with your room calendar

If you use Outlook Calendar to schedule meeting rooms, it is useful to integrate that with the StarLeaf Scheduler. This means that when a user schedules a video meeting, and books a meeting room, the Join button on the meeting room system in that room will automatically light up when the meeting is due to start. To do so:

  1. Contact StarLeaf technical support to enable this feature for your organization.
  2. For each meeting room system, go to Edit room system, and enter the Email address that the Outlook system associates with that meeting room:

    Now, when users choose this meeting room for their video meeting in Outlook, the Join button will light up to enable participants to join the meeting.

How to customize the invitation text

The StarLeaf Scheduler for Outlook Exchange Server pre-populates an invitation with text from the footer.rtf file, which it finds in the directory on each user’s PC: C:\Users\<username>\AppData\Local\StarLeaf\StarLeaf Scheduling.

Text formatting is supported in footer.rtf files.

Custom text using an .rtf format does not support images.

The footer file can contain any text along with special tags. These tags are used as place holders, which the StarLeaf Scheduler replaces with conference specific information. The tags are described in the table below:

TagURL hyperlinkDescription
<formatted_access_code>%3cformatted_access_code%3e A URI that a participant could dial to join the conference using a StarLeaf endpoint.
<dial_standards>%3cdial_standards%3e A URI that a participant could use to join the conference using a standards-based (H.323 or SIP) endpoint.
<access_code_pstn>%3caccess_code_pstn%3e The access code required by participants who dial in from the PSTN (audio-only telephone).
<local_pstn>%3clocal_pstn%3e A PSTN number, which is either a relevant PSTN number based on the user’s location, or a default PSTN number.
<dial_info_url>%3cdial_info_url%3e A link to a web page that provides all the relevant dialing information for a conference.
<dial_info_url_pstn>%3cdial_info_url_pstn%3e

A link to the web page with the PSTN tab selected by default.

<app_url>%3capp_url%3eA link which takes users to “https://meet.starleaf.com/<ConfID>/app” so that they can join using StarLeaf app.
<skype_info_url> %3cskype_info_url%3eA link that a Skype for Business user can use to launch Skype for Business and join the conference.
<webrtc_link>%3cwebrtc_link%3eA link that launches a browser so that the user can join the conference from the browser.
<user_text>No hyperlink requiredThe text of an existing meeting will not be formatted when StarLeaf is added to the meeting afterward. The message body contains this text.
<dial_polycom> No hyperlink requiredThis makes the join button on your Polycom endpoint light up (if StarLeaf is already integrated with the Polycom endpoint).
<mobile_pstn_dial>No hyperlink requiredOutputs a list of PSTN numbers in a one-click dial format that is readable by mobile devices.

If you are editing the footer.rtf in Microsoft Word and you want to embed links (rather than putting the whole hyperlinked address in the text) you must URL-encode the tag. For example, instead of <dial_info_url> the hyperlink should be set to %3cdial_info_url%3e. This is shown in the example footer.rtf .

Example footer.rtf

To download an example footer.rtf file click here . Clicking the link starts the download automatically.

How to deploy the customization

  1. Design your footer files.
  2. Test the files on a test client PC.
  3. Deploy to your users. Either:
    • each user simply places the footer files in the appropriate directory
    • you can deploy the footer files using centralized management software

Proxy support

StarLeaf Scheduler for Outlook Exchange Server supports connection through proxies. The add-in supports the HTTP-CONNECT proxy protocol and it uses the proxy configuration from a user’s Internet Explorer proxy settings. The add-in supports all HTTP proxies that Internet Explorer supports. For scheduling meetings, the add-in communicates with api.starleaf.com.

Release notes

Choose a release below to view the issues resolved.

Where to find more information or get help

You or your reseller can get help by raising a case with StarLeaf Technical Support.