You can schedule a Microsoft® Lync™ 2010 meeting or conference call by using the Online Meeting Add-in for Microsoft® Lync™ 2010. You can also use Lync 2010 to start an unscheduled meeting to discuss something that requires immediate attention.
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, follow these steps:
Note Do not modify any of the existing text in the meeting request. Doing so may prevent people from joining the meeting.
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:
To set access and presenter options do the following:
Access options control which participants must wait in the lobby The lobby—new in Lync 2010—is an online waiting area. You can control access to the meeting, or admit someone who doesn’t have the correct meeting credentials. People in the lobby can be admitted singly or all at once. before being admitted by a presenter.
The following table describes each option in detail.
|Access option||Who waits in the lobby||When to choose this option|
|Organizer only (locked)||Everyone||You don’t want people viewing your handouts or Microsoft® PowerPoint® slides before the meeting|
|People I invite from my company||People who don’t have an account on your network, and people who weren’t invited||You are discussing something sensitive or confidential|
|People from my company||People who don’t have an account on your network||All the participants have an account on your organization’s network.|
|Everyone including people outside my company (there are no restrictions)||No one||You are inviting outside participants|
|People dialing in by phone bypass the lobby||No one who dials in||Your access option is People from my company or Everyone including people outside my company. (This check box is not available for Organizer only (locked) meetings and not recommended for People I invite from my company meetings)|
Presenter options control which participants are automatically given presenter Presenters can share or upload meeting content, request permission to modify content shared by others, set in-meeting options, mute or unmute others, and admit anyone who is waiting in the lobby. The meeting organizer is automatically a presenter. privileges when you schedule the meeting.
The following table describes each of these options in detail.
|Presenter option||Who is a presenter||When to choose this option|
|Organizer only||Only the person who schedules the meetings||For presentations where the participants don’t need to interact with the meeting content. Note that you can designate additional presenters during the meeting.|
|People from my company||Everyone you invite who has an account on your network||For group work sessions where the participants work at your organization and can share and modify meeting content|
|Everyone including people outside my company (there are no restrictions)||Everyone you invite||For group work sessions with people who don’t have an account on your network|
|People I choose||You and the participants you choose||For presentations with more than one presenter|
To start an unscheduled meeting by using the Meet Now command, follow these steps:
To join a scheduled meeting or conference call, do the following:
You may be invited to an unscheduled or Meet Now meeting or to a meeting that is already in progress:
You can configure Lync to connect to the meeting audio the same way every time or to prompt you for a choice.
The first time you join a Lync meeting or conference call, the Join Meeting Audio dialog box appears.
Note You may see different choices depending on how your organization is configured.
To connect to the meeting audio, follow these steps:
|Join Meeting Audio option||When to choose this option|
|Do not join audio||You prefer to dial in to the meeting.|
|Use Lync (integrated audio and video)||(Recommended) You want to use the computer audio and video built into Lync.|
|Call me at:||You want the Microsoft® Lync™ Server 2010 communications software to call you. The numbers listed are those you entered in the Phones options in the Lync - Options dialog box.|
Note You cannot participate in video conversations if you dial in or choose the Call me at option
Note If you don’t see the phone number you want, enter it under My phone numbers, at the top of the dialog box.
People inside or outside your organization can join a Lync meeting or conference call from a computer that does not have Lync or Microsoft® Lync™ 2010 Attendee installed.
When the person you invite opens the meeting request and then clicks the Join online meeting link, they see one or more of the following choices, depending on how your organization—or the organization of the person you’re inviting—is configured:
|Join option||Alternate meeting client|
Join the meeting using your web browser
Microsoft® Lync™ Web App
Important Lync Web App requires the most current version of the Microsoft Silverlight browser plug-in. If Silverlight is not already installed, you must have administrator privileges to install it.
Download and install Lync Attendee
|Lync 2010 Attendee|
|Microsoft® Office Communicator 2007 R2 or Microsoft® Office Communicator 2007|
For details, see Join from a computer without Lync 2010 installed, in the Lync 2010 Help, at Office.com.