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 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 are synchronized to StarLeaf
  • An admin can customize the joining text of a meeting invite

About the Scheduler for Outlook Exchange Server

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, on the StarLeaf Portal.

If you do not yet have a StarLeaf account, ask your administrator to create one or download StarLeaf and sign up.

In this topic:

Installing the StarLeaf Scheduler

  1. Download the StarLeaf Scheduler from here .
  2. Run the downloaded file and follow the onscreen instructions.
  3. Restart Outlook and open your calendar.
  4. There is a new StarLeaf button in the Outlook ribbon:

How to schedule a meeting

To schedule a new StarLeaf meeting from your Outlook calendar:

  1. Select the StarLeaf Scheduler button on your Outlook calendar.
  2. Select Schedule meeting from the dropdown.
  3. The StarLeaf Scheduler automatically checks your StarLeaf credentials. A new invitation appears. The invitation text is prepopulated with information about how to join the meeting.

  4. Edit and complete the invitation fields.
  5. Select Send. A meeting invite is sent to all participants.

Additional meeting options

When you create a meeting, there is window that displays some additional options that you can use for your meeting.

Record meeting: If your organization has purchased the recording solution, you can select to record the meeting. All recordings are available to download in your StarLeaf Portal, on the Recordings page. For more information about the recording solution, go to StarLeaf recording.

Video layout: This determines the layout of the video panes for the meeting participants and shared content. For a full description of the different layouts available, go to Meeting layouts.

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. For more information, go to Spotlight meetings.

Live stream: If you have Spotlight enabled, you can also choose to live stream the meeting. Anyone can access the live broadcast through a unique link that opens a web page with an embedded video player. For more information, go to Live streaming.

Keep people on hold until: Choose to have your meeting start when either a second person joins, or the meeting organizer joins.

Using the StarLeaf Scheduler

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.


  • 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