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Scheduling Lync 2010 Online Meetings

Best practices for scheduling a Lync 2010 meeting

Follow these best practices to help make your online meeting or conference call a success.

Schedule the meeting

Before scheduling your meeting, consider the following suggestions:

  • If you have smaller and collaborative meeting with people from inside your company, you can use the meeting default settings for best results, and skip modifying your meeting options.
  • If you have specific meeting requirement, for example larger audience, secure data, external customers, etc., make sure to modify your meeting options to match the requirement. For details, see Set options for online meetings and conference calls.
  • If most of your meetings are the same type, click Remember settings in the Online Meeting Options window to have your future meetings created with the same options. You can always change the options again if you need to.

Remember settings checkbox image

  • If you are running your meeting for both in-person and remote audiences, schedule a conference room separately and add the conference room number in the Location: field in your meeting invitation request. By default the Location is online.

Designate a backup presenter

Designate a colleague as a backup presenter, in case you are not able to join or are running late. A back up presenter can also start the recording, manage the online audience, or monitor the questions submitted in the meeting, so you can focus on your presentation. This is especially important if you have a large meeting or event.

Dial-in Conferencing and PIN Management

If you are the organizer of a meeting and don’t have access to a computer at the time of your meeting, you can call in using any PSTN phone, such as cell or home phone, to join the audio portion of your meeting. Simply take a note of the conferencing number, Conference ID and your Personal Identification Number (PIN) to call in. Please note that since you are using a public phone, you’ll be asked for your PIN for authorization purposes. If you don’t remember your PIN, click the Phone tab in Lync and follow the instructions on the page to reset your PIN.

Set conferencing PIN image

Include a training document or link in your meeting request

If you are inviting participants who are not familiar with Lync, include a How-to training document or link to the Lync 2010 training in the meeting invitation, to help familiarize them with the Lync features before the joining the meeting. See; Lync Support.

Note: Some of the features introduced in this course, may not be available to you depending on your company’s configuration. For example, some of the tools are only supported if your company is federated with another company or is configured with Lync Enterprise Voice.

Lync Enterprise Voice

A voice option to enhance or replace traditional phone systems, and includes calling features, such as: call a contact, hold, forward, transfer, divert, park, retrieve, voice mail, conferencing, and calls to and from the public switched telephone network (PSTN).

For more details, please see: Microsoft Lync 2010 Enterprise Voice.


Your organization IT department may decide to create a federated relationship with other companies, which is a virtual alliance that allows you to add users from other organization to your contact lists, send them instant messages, invite them to audio calls, video calls, or conferences, exchange presence information, or easily escalate person-to-person sessions to multi-person conferences. Please contact your IT department with any questions regarding the tools and availability.

For more details, please see: Lync 2010 Federated Communications and Public Networks.

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