First Online Meeting

Start an unscheduled online meeting

You can use the Meet Now command to quickly start an online meeting and invite people who are either inside or outside your organization.

  1. Open Lync 2010, and, in the Lync main window, press Alt, and then click Meet Now.
  2. In the conversation window, choose the type of audio you want to use.

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Invite people to an unscheduled meeting

  • In the conversation window, click the People Options menu, and then do one of the following:
    • To invite contacts from within your organization and federated organizations, click Invite by Name or Phone Number. To select multiple contacts, hold down the Ctrl key, and then click the contacts.

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  • To send a meeting request to someone inside or outside your organization, click Invite by Email. This creates a Microsoft® Outlook® email message that contains links to the online meeting. Depending on your organization, the recipient can join the meeting by using Lync, Microsoft® Lync™ 2010 Attendee, Microsoft® Office Communicator 2007 R2, Microsoft® Office Communicator 2007, Microsoft® Lync™ 2010 Web App, or Microsoft® Office Communicator Web Access.

Join an unscheduled meeting

You may be invited to an unscheduled or Meet Now meeting or to a meeting that is already in progress.

  • In the notification that appears in the notification area, at the far right of the taskbar, click Join.

Start a conference call with multiple contacts

You can make conference calls to contacts you select in your Contacts list. You can also start a conference call from your mobile phone or from a new phone number, such as a hotel room phone when you are traveling.

  1. In the Lync main window, in your Contacts list, hold down the Ctrl key, and then click the contacts that you want to call.
  2. Right-click any one of the selected contacts, point to Start a Conference Call, and then click Lync 2010.

Join an impromptu conference call

  • In the conversation notification that appears in the lower-right corner of your screen, click the left pane.

Schedule an online meeting or conference call

Schedule an online meeting or conference call in the Microsoft® Outlook® messaging and collaboration client by using the Online Meeting Add-in for Microsoft® Lync™ 2010. The Online Meeting Add-in for Lync 2010 is installed automatically when Lync 2010 is installed.

IMPORTANT Lync supports both online meetings and conference calls. One meeting request is used for both purposes.

To create an online meeting or conference call request in Outlook, do the following:

  • In the Outlook Calendar, on the Home tab, click New Online Meeting (in Microsoft® Outlook® 2010) or Online Meeting (Microsoft® Outlook® 2007).

New Online Meeting button in the Outlook Calendar

Join a scheduled online meeting or conference call

To join a scheduled meeting or conference call, do the following:

  1. In the Outlook Calendar, open the meeting you want to join.
  2. In the meeting request, click Join online meeting.

 

Schedule a Meeting from Simon Leyland on Vimeo.

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Change meeting access and presenter options

The default online meeting options are best for small conference calls or sharing and collaboration sessions with people inside your organization. If you are scheduling an online meeting with people outside your organization or your meeting is unusually large, use the Online Meeting Options dialog box to help you determine the following:

  • Who should wait in the lobby before being admitted to the meeting?
  • Who should have presenter privileges during the meeting?

To set access and presenter options, do the following:

  1. In the meeting request, on the Meeting tab, in the Online Meeting group, clickMeeting Options.

Meeting Options button in the meeting invitation

  1. In the Online Meeting Options dialog box, select the Customize access and presenters for this meeting check box.

Set audio preferences

You can set up Lync to connect to the meeting audio the samSharing and Collaboratione way every time, or to prompt you for a choice.

  1. In the Lync main window, click the Options button Lync Options button.
  2. In the Lync – Options dialog box, click Phones, and, under Joining conference calls, in the Join meting audio from box, do one of the following:
  • To use integrated computer audio during meetings, click Lync.
  • To have the Microsoft® Lync™ Server 2010 call you, choose a phone number from the list.

NOTE If you don’t see the phone number you want, enter it under My phone numbers, at the top of the dialog box.

  • To use a phone to call into meetings, choose Do not join audio

Options dialog Phone tab--Joining conference calls

  1. (Optional) Under Joining conference calls, select the Prompt me before joining to confirm or select another audio source check box. Choose this option if your audio preferences change frequently.

Start sharing activities

It takes only a couple of clicks to share your screen with a colleague in another location, give a formal Microsoft® PowerPoint® presentation, or share ideas on the whiteboard.

Share your desktop or monitors

  1. In the Lync main window, in your Contacts list, double-click a contact’s name.
  2. When the conversation window opens, click the Share menu.

 

Share Your Desktop from Simon Leyland on Vimeo.

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  1. Choose which monitors to share.

NOTE Whenever you’re actively sharing or presenting, a bar is shown at the top of the window that reads You are sharing.

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Choose a program to share

Sometimes you want to share only a single program and its windows.

  1. In the conversation window, click the Share menu, and then click Program.
  2. In the Share Programs dialog box, double-click the program that you want to show.

 

Share a Program from Simon Leyland on Vimeo.

NOTE Whenever you’re actively sharing a program, a bar is shown at the top of the window that reads You are now sharing and a glow appears around the program window indicating what is being shown.

Stop sharing your desktop, monitor or screen

  • On the sharing bar at the top of your screen, click the Stop Sharing button.

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Give someone control of your desktop

When you start sharing your desktop, a monitor, or a program, you’re the only one in control. When you’re ready, you can allow others to use their own mouse and keyboard to navigate and make changes on your computer. You can take back control at any time.

  • On the sharing bar, click the Give Control menu, and then do one of the following:
  • To allow anyone in the meeting to automatically take control of your computer, click Automatically accept control requests.

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  • To give control only to an individual, click the person’s name under Attendees.

NOTE If you choose an individual, this person can immediately control your mouse and make edits using their keyboard. If you choose Automatically accept control requests, people automatically get control when they clickRequest Control.

Take back control at any time

  1. On the sharing bar, click the Give Control menu.
  2. If Automatically accept control requests is selected, click it to clear it or, to take back control from an individual, click Take Back Control.

Give a powerpoint presentation with confidence

Giving a prepared presentation to a group, you most likely want to control the content, pace, and what’s being shown at all times.

  1. In the Lync main window, in your Contacts list, double-click the contact’s name.
  2. In the conversation window, click the Share menu, and then click PowerPoint Presentation.
  3. In the Present PowerPoint dialog box, double-click the PowerPoint presentation that you want to present. As soon as the content is converted and uploaded, the other participants can see your presentation.

NOTE Whenever you are presenting, a bar is shown at the top of the window that reads You are now presenting.

Stop presenting

  • On the sharing bar, click Stop Presenting.

Quick start guide

Online Meeting Quick Start Guide can be found Sharing and Collaboration

Advanced meeting features

To learn more about the advanced online meeting features within Lync go here (build advanced call feature page)

 

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