If you use Outlook or Outlook Web App, you can schedule a recurring or single online meeting similar to the way you use Outlook to schedule regular meetings. The Lync Meeting link is automatically added to your meeting request. And, if your account is configured for dial-in conferencing, the meeting request will include call-in information (phone number and conference ID).
If you don’t use an Outlook program (or Windows), you can set up new meetings by using Lync Web Scheduler. Access it at https://sched.lync.com, or learn more at Lync Web Scheduler.
To set up an online meeting by using Outlook Web App
- In the Office 365 portal, do one of the following:
- To set up a meeting by date, click the Calendar tab, and, in the upper-left corner, click New Event.
- To set up a meeting by the people you want to invite, click the People tab, click a contact or group in your Contacts list, and then, under the person or group’s name, click Schedule meeting.
Tip To add a contact or group, on the People tab, in the upper-left corner, click New, and either click Create Contact and type in the requested information, or click Create Group, type a group name, click the Add Members text box, and then type the email address of each person you want to add. As you type, suggestions from your Contacts list will appear under the text box; if you see the contact’s name there, click it.
- In the middle of the meeting window, above the message area, click Online meeting. Call-in details will appear in the message area, if your account is configured for dial-in conferencing, and you’ll see Online Meeting in Location.
- Set up the meeting as you typically would, that is, by giving the event a name, adding or removing attendees, choosing a start time and duration, and so on. If you’ll have in-person attendees, in Location, type a location for the meeting, such as a conference room, or click Add a Room for help finding a conference room.
Tip To look for a time that works for everyone, click Scheduling Assistant, at the top of the meeting window.
Tip To view settings for who has access to the online meeting, who has to wait for you to admit them into the meeting, and who can present during the meeting, click Online Meeting Settings
- In the meeting area, type an agenda. Be careful not to change any of the online meeting information.
- (Optional) To add a picture or attachment with the agenda, at the top of the meeting window, click the More actions icon (…) to the right of Scheduling Assistant, click Insert, and then click Attachment or Picture.
- At the top of the meeting window, click Send.
To set up a Lync Meeting by using Outlook 2013
- Open Outlook, and go to your calendar.
- On the Home tab, on the Lync Meeting ribbon, click New Lync Meeting.
- Set up the meeting as you typically would, that is:
- In the To box, type the email address of each person you’re inviting, separated by semicolons.
- In the Subject box, type a name for the meeting.
- If you’ll have in-person attendees, either click Room Finder, in the Options ribbon of the Meeting tab, and then find a room or, in the Location box, type a meeting location, such as a conference room.
- Select a start time and end time.
Note To look for a time that works for everyone, click Scheduling Assistant, in the Show ribbon of the Meeting tab.
- In the meeting area, type an agenda. Be careful not to change any of the Lync meeting information.
- (Optional) On the Outlook ribbon, click Scheduling Assistant to make sure you have the best time for the meeting.
- Click Send.
Important Scheduling a meeting with the default options, like we just did, is suitable for small, internal meetings, such as casual meetings with a few coworkers. If you have a meeting with people outside your company, or you’re scheduling a large event, change the meeting options before sending the invites to better fit your meeting requirements. In the meeting request, on the Lync Meeting ribbon of the Meeting tab, click Meeting Options, and then select the appropriate options.
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To start an impromptu meeting using Lync
If you need to discuss a subject that requires immediate attention, you can quickly start an ad hoc meeting with Lync. See Start an impromptu Lync Meeting.