Scheduling for Outlook Exchange Server
Using Scheduling a meetingLast updated January 26, 2022
The information on this page is for users with on-premise Outlook Exchange Server only.
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
If Office 365 is not available to you, select a topic below for more information about the Scheduler for Outlook Exchange Server.
- About the Scheduler for Outlook Exchange Server
- Installing the StarLeaf Scheduler
- How to schedule a meeting
- Using the Scheduler for the first time
- About delegated calendars
The StarLeaf Scheduler is an add-in that allows Outlook users in an organization to schedule StarLeaf video meetings directly from their Outlook client. The scheduled meeting is visible, but not editable, in the StarLeaf Portal.
If you do not have a StarLeaf account yet, ask your admin to create one or download StarLeaf here .
The StarLeaf Scheduler only supports Outlook 2013 or higher. Outlook versions prior to 2013 are no longer supported.
- Download the StarLeaf Scheduler here .
- Run the downloaded file and follow the onscreen instructions.
- Restart Outlook and open your calendar.
There is a new StarLeaf button in the toolbar:
To schedule a new StarLeaf meeting from your Outlook calendar:
- Select the StarLeaf Scheduler button in the toobar.
- Select Schedule meeting from the dropdown.
- Edit and complete the invite fields.
- Select Send. A meeting invite is sent to all participants.
The StarLeaf Scheduler automatically checks your StarLeaf credentials. A new invite appears with prepopulated information about how to join the meeting.
When you create a StarLeaf meeting, there are some additional options for your meeting.
Record meeting: If your organization has purchased the recording solution, you can choose to record the meeting.
Video layout: This determines the layout of the video panes for the meeting participants and shared content.
Spotlight: This feature is useful for large meetings where only one or a few people will be talking or presenting, but where there are many participants who want to view and listen.
Keep people on hold until: Choose to have your meeting start when a second person joins, or only when the meeting organizer joins.
Live stream to external platform: You can choose to live stream the meeting on a third-party platform such as YouTube or Vimeo. For more information, go to Live streaming.
For information about customizing the text in meeting invites, go to Customizing invite templates.
To use the StarLeaf Scheduler for Outlook Exchange Server, you must have a StarLeaf account. When you select the StarLeaf Scheduler button for the first time, the result may vary for different users.
To learn more, select the case below that best applies to you.
The StarLeaf Scheduler uses your credentials from when you signed into the StarLeaf app for Windows, and there is no need for any additional sign in.
The StarLeaf app launches and you will be prompted to sign in. The StarLeaf Scheduler then uses your credentials automatically, and there is no need for any additional sign in.
The StarLeaf app launches and you will be guided through a short process to create your StarLeaf account. For more information, go to Signing into the app.
After this, the StarLeaf Scheduler for Outlook Exchange Server can use your StarLeaf credentials automatically, and there is no need for any additional sign in.
You are prompted to download the StarLeaf app and create your StarLeaf account. For more information, go to Signing into the app.
After this, the StarLeaf Scheduler for Outlook Exchange Server can then use your StarLeaf credentials automatically, and there is no need for any additional sign in.
The StarLeaf Scheduler for Outlook Exchange Server supports delegated calendar functionality. If you have permissions to edit another person’s calendar, you can schedule a StarLeaf meeting on their behalf.
Invitees to meetings created through delegation, who use StarLeaf for desktop and mobile, will see the scheduled meeting in the Today or Meetings tab, and can join using the green button.
When you schedule a meeting for someone else, this person becomes the meeting organizer. If you want the meeting to appear in your own calendar, you must include yourself in the invite list.
If you want to create, edit, or delete a StarLeaf meeting, you must do this on a device that has the StarLeaf Scheduler installed and connected.
- Users must have at least StarLeaf Scheduler version 1.8.0 and Portal version 6.11 to use delegated calendars with StarLeaf.
- Admins must give permission on a per-user basis in the StarLeaf Portal. Go to Edit user and tick Schedule on behalf of others with Outlook Exchange .
- Users must have the StarLeaf Scheduler connected to their StarLeaf accounts, and have accepted the necessary permissions in Outlook (for Microsoft instructions on delegation permissions, go to: Delegate Access for O365 ).