Set options for online meetings and conference calls

The default options for online meeting 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 plan to invite more than 40 people, use the Online Meeting Options dialog box to help you determine the following:

You can also configure audio, phone, and language options.

What do you want to do?


Set Access and Presenter options

To set Access and Presenter options, do the following:

  1. Create an online meeting request in Microsoft Outlook. For details, see Create a meeting or conference call request.
  2. In the meeting request, in the Online Meeting group, click Meeting Options.
  3. In the Online Meeting Options dialog box, select the Customize access and presenters for this meeting check box.
  4. Under Access and Presenter, choose the options appropriate to the size and type of meeting that you are scheduling. For details, see the tables at the end of this procedure.
  5. Click Audio and Phone, set options as required, set Language options as required, and then click OK. For details, see Set Audio and Phone options and Set Language options later in this topic.

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 have to interact with the meeting content. (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 all 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

Top of Page Top of Page

Set Audio and Phone options

Use the Audio and Phone options to change the local dial-in number on the meeting request and control participant entry and exit announcements.

If you plan to conduct the meeting by phone, you can also set or change your dial-pin PIN.

Change the local number on the meeting request

  • In the Online Meeting Options dialog box, click Audio and Phone, and, in the Location most people will dial from list, click the location you want. If there is only one location listed, your organization has not configured additional local numbers.

Turn on entry and exit announcements

  • In the Online Meeting Options dialog box, click Audio and Phone, and select the Turn on entry and exit announcements for this meeting check box. A recorded announcement is played each time a dial-in participant enters or leaves the meeting.

Access your Dial-in Conferencing Settings and PIN Management webpage

  • In the Online Meeting Options dialog box, click Audio and Phone, and, under Your Dial-in PIN, click the Get your PIN now link.

If you are planning to conduct the meeting by phone, you need both your dial-in PIN and the conference ID of the meeting you’re scheduling.

When you open the Dial-in Conferencing Settings and PIN Management page, you can also view the list of available dual-tone multifrequency (DTMF) controls, or touch-tone commands. DTMF controls allow you to manage the audio, lobby, and other options during the call. For details, see Organizer best practices.

Top of Page Top of Page

Set Language options

If your default language is not English, you can change the language of the meeting request to English.

  • In the Online Meeting Options dialog box, click Language, and then select the Send meeting invitation in English check box.

When you select this option, everyone receives the request in English, even if they are working in a different language.

Top of Page Top of Page

 
 
Applies to:
Lync 2010