Lync 2010 Home > Lync 2010 Help and How-to > Meetings and conference calls > Conduct or attend a meeting
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Conduct a meeting as a presenter

Use the Microsoft Lync 2010 options for participant and content management for a productive and distraction-free meeting.

 Important    If you are not the meeting organizer or lead presenter, be aware that many of these options affect what others can see, hear, or do in the meeting. Presenter discretion is advised.

What do you want to do?


Record the meeting

To record the meeting, do the following:

  • In the conversation window, click the More Options button Lync 2010 meeting window More Options button, and then click Start Recording.

For details, see Recording and playback.

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Manage participants

You can perform most meeting management tasks by right-clicking one or more people in the participant list or by using the People Options menu Lync People Options button.

Show or hide the participant list

  • In the conversation window, click the People Options menu, and then click Show Participant List.

It’s best to keep the participant list in view during the meeting, so you can track who is there, who is speaking, and who might be having trouble with audio or sharing. However, you may need to hide the participant list to, for example, review a long instant message (IM) conversation.

Mute or unmute participants

  • Do one of the following:
  • To manage audio for one or more individuals, right-click the name or names in the participant list, and then click Mute or Unmute.
  • To mute or unmute everyone in the meeting, click the People Options menu, and then click Mute audience.

 Tip    Use this option in a large meeting, when too many unmuted participants are causing audio interference.

Change presenter or attendee privileges during the meeting

  • Do one of the following:
  • In the participant list, right-click one or more participants, and then click Make a Presenter or Make an Attendee, as appropriate.
  • Click the People Options menu, and then click Make Everyone an Attendee.

 Tip    Choose this option when there are so many presenters that it is disrupting the flow of the meeting.

Admit or deny access to people in the lobby

  • In the participant list, do one of the following:
  • Under Lobby, click Admit All or Deny All.
  • Next to each person’s name, click Admit or Deny as appropriate.

Start a separate conversation with one or more participants

  • In the participant list, select one or more people, right-click the selected name(s), and then click the contact option you want.

Invite others to the meeting

To invite others by using Lync 2010, do the following:

  1. (Optional) To change access or presenter options for the people you want to invite, in the conversation window, click the Join Information and Meeting Options link, click the Meeting Options button, and then change the meeting options as required. For details, see Change meeting options during the meeting.
  2. In the Conversation window, click the People Options menu, and then click Invite by Name or Phone Number.
  3. Enter a phone number, select one or more existing contacts, or search for a contact, as appropriate.
  4. Click OK, and the people you invite receive a notification asking them to join the meeting.

To invite others by sending an email message, do the following:

  1. In the Conversation window, click the People Options menu, and then click Invite by Email.
  2. (Optional) To change access or presenter options for the people you want to invite, in the meeting invitation, click Meeting Options. For details, see Set meeting or conference call options.

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Work with meeting content

In Lync, meeting content is displayed to the right of the participant list in an area called the stage. If you’re currently presenting, you can work with Microsoft PowerPoint presentations, whiteboards, and meeting polls in this area. When you share a program or your desktop, everyone else in the meeting sees what you’re sharing on the stage.

Show or hide the stage

  • In the Conversation window, click Share, and then click Show Stage.

Upload or prepare content before the meeting

  1. Before the meeting, in the Microsoft Outlook Calendar, open the invitation for a meeting you scheduled, and then click Join online meeting.
  2. In the Conversation window, do one or both of the following:
  • Click the Share menu to upload a PowerPoint presentation, add a whiteboard, or create a new poll.
  • Click the Add or view attachments button Lync Add or view attachments button in online meetings to upload a file.

For details, see the “Upload a PowerPoint file for a presentation” or “Upload attachments for participants to view and save,” later in this section.

Show meeting content that has already been uploaded

  • In the Conversation window, click Share, point to Recent Content, and then click the content that you want to display.

Share a program or your desktop

Upload a PowerPoint file for presentation

  1. In the Conversation window, click Share, and then click PowerPoint Presentation.
  2. Select the file to add, and then click Upload.

Upload attachments for participants to view and save

  1. In the Conversation window, click the Add or view attachments button.
  2. In the Attachments dialog box, click Add Attachments.
  3. Select the file that you want to add, and then click Upload.

Annotate a PowerPoint presentation or whiteboard

  • In the stage, on the annotation toolbar in the lower-left corner, click the annotation tool you want.

You or anyone in the meeting can annotate a whiteboard or PowerPoint slide in the following ways:

  • Use the Laser Pointer, a colored dot labeled with your name
  • Insert lines or shapes
  • Add text
  • Draw or highlight with the Pen
  • Add an Arrow Stamp, Check Stamp, or X Stamp
  • Insert a graphics file

For details about the annotation tools, see Collaborate on a whiteboard.

 Note    Annotation tools are available only for content that you are presenting on the stage. If you are sharing your desktop or a program, others must request permission before making changes to the content you are sharing.

Add a whiteboard or poll to the meeting

  • In the Conversation window, click Share, and then click New Whiteboard or New Poll.

For details, see Collaborate on a whiteboard and Conduct a poll.

Modify content permissions

By default, only presenters can annotate PowerPoint presentations, privately move through the PowerPoint slides you’re showing at their own pace, and switch privately to another item in the Content List. All participants can view and save attachments. Use the following procedures to change these default settings.

Change who can annotate PowerPoint presentations

  1. In the Conversation window, click the Join Information and Meeting Options link.
  2. In the Join Information and Meeting Options dialog box, click the Meeting Options button.
  3. In the Online Meeting Options dialog box, under Privileges, change Annotate presentations to Presenters only or None.

Control who can view meeting content privately

  1. In the Conversation window, click the Join Information and Meeting Options link.
  2. In the Join Information and Meeting Options dialog box, click the Meeting Options button.
  3. In the Online Meeting Options dialog box, under Privileges, change View privately to Everyone or None.

 Note    Shared desktops or programs cannot be viewed privately.

Change who has access to meeting content

By default, only presenters have extended access to meeting content. To change this, do the following:

  • In the Content List, click the arrow next to the item you want to change, point to Make available to, and then click Organizer or Everyone.

When you choose Everyone, all meeting participants can control PowerPoint presentations, whiteboards, and polls in the following ways:

  • Save a local copy, with or without annotations
  • Change what’s being viewed in the meeting stage
  • Rename or remove content
  • Give everyone extended access to meeting content

Change who can view and save attachments

By default, everyone in the meeting can save and view meeting attachments. To change this, do the following:

  1. In the Conversation window, click the Add or view attachments button Lync Add or view attachments button in online meetings.
  2. Click the arrow to the right of the content that you want to change, point to Make available to, and then click Organizer or Presenters.

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Add video to the meeting

To add video to the meeting, do the following:

  • In the Conversation window, click Video.

 Note    If you connected to the meeting by phone, you can view video but cannot show your own.

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End or exit the meeting

To exit or end the meeting, do one of the following:

  • To leave the meeting but keep it going, close the Conversation window.
  • To end and leave the meeting, in the Conversation window, click the People Options menu Lync People Options button, and then click End and Exit Meeting.

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