Lync 2010 - Online Meeting & Conference Call Guide Alteva Hosted Lync Version:00 401 Market St, 1 st Fl. Philadelphia, PA 19106 www.alteva.com QUICK LINKS Schedule an Online Meeting Change Meeting Access and Presenter Options Join from a Computer with Lync Installed Join from a Computer without Lync Installed Lync Web App Join a Meeting or Conference Call by Phone Set my dial-in conferencing PIN Manage a Conference Call with DTMF Conduct a Meeting as a Presenter Set up Audio and Video Collaborate on a Whiteboard Conduct a Poll Share your Desktop and Programs Give a PowerPoint Presentation Start an Unscheduled Meeting or Conference Call Change your password or PIN, or get your conference ID & dial-in numbers: https://cortex.completuc.com/ https://lync.completeuc.com/dialin
401 Market St, 1st Fl. Philadelphia, PA 19106 www.alteva.com
Table of Contents QUICK LINKS ..................................................................................................................................................................... 1 SCHEDULE AN ONLINE MEETING ....................................................................................................................................... 4 CHANGE MEETING ACCESS AND PRESENTER OPTIONS ..................................................................................................... 5
Set Access and Presenter options 6 Set Audio and Phone options 7 Turn on entry and exit announcements 7 Access your Dial-in Conferencing Settings and PIN Management webpage 7 Set Language options 7
JOIN FROM A COMPUTER WITH LYNC INSTALLED ............................................................................................................. 8 Configure meeting audio 8 Set the audio choice you want to use every time 8 Configure Lync to prompt you for an audio source 8 Join a scheduled meeting or conference call 8 Join an unscheduled meeting 9
JOIN FROM A COMPUTER WITHOUT LYNC INSTALLED .................................................................................................... 10 Lync Web App 11 Join the meeting 11 Get audio 12 View information about the other participants 13 Send an instant message 13 Save a file that another participant has distributed 13 Distribute a file 14 Share your screen with others 14 Share your desktop 14 Share a program 15 Give a PowerPoint presentation 15 Open a whiteboard 15 Conduct a poll 15
JOIN A MEETING OR CONFERENCE CALL BY PHONE ........................................................................................................ 17 Set my dial-in conferencing PIN 17 Join as a participant 19 Join the conference call as a participant 19 Mute your line or hear a list of participants 19 Join as the conference call leader 20 Manage the meeting with DTMF commands 20
CONDUCT A MEETING AS A PRESENTER.......................................................................................................................... 21 What do you want to do? 21 Manage participants 21 Work with meeting content 23 Modify content permissions 25 End or exit the meeting 27
CHANGE MEETING OPTIONS DURING THE MEETING ...................................................................................................... 28 Open the meeting options page during the meeting 28 Set Access and Presenter options 28 Set private viewing and annotation privileges 29
SET UP AUDIO AND VIDEO .............................................................................................................................................. 30 Set up audio and video devices before the meeting 30
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COLLABORATE ON A WHITEBOARD ................................................................................................................................ 31 Open a new whiteboard 31 Add content 32 Move content 33 Change the color of content 33 Undo and redo your work 33 Determine who added or changed content 34 Point to content to show what you’re referring to 34 Delete content 34 Rename the whiteboard 35 Save the whiteboard 35 Temporarily close the whiteboard 35 Privately view a closed whiteboard 36 Permanently delete a whiteboard 36
CONDUCT A POLL ........................................................................................................................................................... 37 Create a poll 37 Show or hide a poll 38 Close a poll 38 Remove a poll from the sharing stage 38 Edit the contents of a poll 39 Save poll results 40 Delete a poll 40
SHARE YOUR DESKTOP AND PROGRAMS ........................................................................................................................ 41 Share your desktop 41 Choose an open program to share 42 Stop sharing your desktop, monitor, or program 42 Give control to others 42 Take back control at any time 43 Stop people from being able to share 43 Request control 43
GIVE A POWERPOINT PRESENTATION ............................................................................................................................ 44 Upload a PowerPoint file before a scheduled meeting 44 Control who can download your presentation 44 Give a PowerPoint presentation 45 Stop showing the presentation 46 Annotate a presentation 46 Save a copy of the annotated file 46
START AN UNSCHEDULED MEETING OR CONFERENCE CALL ........................................................................................... 47 Notes on Unscheduled Meetings and Conference Calls 48 Unscheduled Meetings 48 Start a Lync Conference Call 50 Add one or more contacts to a call 51
SUPPORTED PLATFORMS FOR LYNC WEB APP ................................................................................................................ 52 CHANGE HISTORY ........................................................................................................................................................... 53
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SCHEDULE AN ONLINE MEETING
Schedule an online meeting or conference call by using the Online Meeting Add-in for Microsoft Lync 2010
communications software or by selecting contacts in Microsoft Lync 2010.
Note: The Online Meeting Add-in for Lync is installed automatically when Lync is installed. The Online
Meeting Add-in for Lync 2010 is supported with Microsoft Office 2010 suites, Office 2007, and the Microsoft
Office 2003 suites.
Important: Lync 2010 supports both online meetings and conference calls. One meeting request is used for
both purposes.
To create an online meeting or conference call meeting request, follow these steps:
1. Do one of the following:
In the Outlook Calendar, click Online Meeting (in Microsoft Outlook 2007) or New Online Meeting (in Microsoft Outlook 2010).
In the Lync main window, in your Contacts list, hold down the Ctrl key and click the contacts you want to invite, right click one of the selected contacts, and then click Schedule a Meeting. In the meeting request, click Online Meeting.
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2. In the meeting request, in the To box, type the email address of each person you want to invite,
separated by semicolons.
3. In the Subject box, type a subject for the meeting.
4. (Optional) In the body of the meeting request, above the Join Online Meeting link, type additional meeting details.
Note Do not modify any of the existing text in the meeting request. Doing so may prevent people from joining the meeting.
5. (Optional) On the Meeting tab, in the Show group, click Scheduling Assistant. Use the Scheduling Assistant to ensure that everyone is available during the time you choose.
6. On the Meeting tab, in the Show group, click Meeting Options, and then accept or change the default options as required. Refer to Change meeting access and presenter options for additional details.
CHANGE MEETING ACCESS AND PRESENTER OPTIONS
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 your meeting is unusually large, use the Online Meeting Options dialog box to help you
determine the following:
Who should wait in the lobby before being admitted to the meeting? 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.
Who should have presenter privileges during the meeting? Presenters can share or upload meeting content, request permission to modify content shared by
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others, set in-meeting options, mute or unmutes others, and admit anyone who is waiting in the lobby. The meeting organizer is automatically a presenter.
You can also configure audio, phone, and language options.
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 Schedule an Online Meeting.
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, and then click OK. For details, see Set Audio and Phone
options at the end of this procedure.
Access options control which participants must wait in the lobby 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
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Everyone including people outside my company (there are no restrictions)
No one You are inviting outside participants
Presenter options control which participants are automatically given 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
Set Audio and Phone options
Use the Audio and Phone options to change the local dial-in number (if available) 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.
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. Refer to Set my dial-in conferencing PIN for additional details.
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.
Note: When you select this option, everyone receives the request in English, even if they are working in a different language.
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JOIN FROM A COMPUTER WITH LYNC INSTALLED
When joining a Microsoft Lync meeting or conference call, you can connect to the audio portion of the
meeting by using Lync computer audio, or by dialing in.
Configure meeting audio
You can configure Lync to connect to the meeting audio the same way every time or to prompt you for a
choice.
Set the audio choice you want to use every time
1. In the Lync main window, click the Options button .
2. In the Lync - Options dialog box, click Phones.
3. Under Joining conference calls, in the Join meeting audio from box, do one of the following:
To use integrated computer audio during the meeting, click Lync.
To use your phone to call the meeting, choose Do not join audio.
Configure Lync to prompt you for an audio source
Choose this option if your audio preferences change frequently.
1. In the Lync main window, click the Options button .
2. In the Lync - Options dialog box, click Phones.
3. Under Joining conference calls, select the Prompt me before joining to confirm or select another audio source check box.
Join a scheduled meeting or conference call
To join a scheduled meeting or conference call, do the following:
In the Microsoft Outlook Calendar, open the meeting you want to join.
In the meeting request, click Join Online Meeting. (Lync 2013 – Join Lync Meeting)
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You can also click Join Online on the Outlook meeting reminder
Join an unscheduled meeting
You may be invited to an unscheduled or Meet Now meeting or to a meeting that is already in progress. To
join, do the following:
In the notification that appears in the notification area, at the far right of the taskbar, click Join. Note: If you encounter a connection error, please refer to the Notes section in Start an Unscheduled Meeting or Conference Call section on how to join the meeting.
In the Meet Now meeting request, click Join Online Meeting. (Lync 2013 – Join Lync Meeting)
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JOIN FROM A COMPUTER WITHOUT LYNC INSTALLED
You can join a Microsoft Lync 2010 meeting or conference call from a computer that does not have Lync
2010 or Microsoft Lync 2010 Attendee communications software installed.
When you open the email meeting request on the computer that does not have Lync installed and then click
the Join Lync Meeting link, you see one or more of the following choices, depending on how your
organization—or the organization of the person who scheduled the meeting—is configured.
Join option Alternate meeting client
Join the meeting using your web browser
Microsoft Lync Web App [RECOMMENDED] 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 Typical users of Attendant are receptionists and team delegates. These are features not supported on our platform.
Use Communicator Microsoft Office Communicator 2007 R2 or Microsoft Office Communicator 2007*
Note: If you’re working off-site and Lync or Attendee is installed on your remote computer, Lync opens
automatically when you click the Join Lync Meeting link even if you’re not connected directly to your
organization’s network.
The following table describes the features and requirements of each of the alternate meeting clients.
Feature or requirement Lync Web App Attendee (Available for Windows only)
Office Communicator 2007 R2 or Office Communicator 2007 (Available for Windows only)*
Allows web access Yes No No
Requires Silverlight or administrator privileges to install
Silverlight; if not present, requires administrator privileges to install
Can be installed without administrator privileges; does not require a separate installation of Silverlight
Not applicable; must be already installed
Lync Server 2010 conferencing features
Yes (see note below) Yes No
Allows dial-in conferencing
Yes (see note below) Yes (see note below) Office Communicator 2007 R2 only
Provides integrated audio and video
No Yes Yes
Allows you to join meetings using your network credentials
Yes Yes Yes
Note
Lync Web App does not include integrated audio and video. It supports all of the new Lync Server 2010 conferencing features except uploading files that are created by using Microsoft PowerPoint presentation graphics program. In addition, installation of a Microsoft ActiveX control is required for desktop or program sharing.
Dial-in conferencing using Call Me at is not a supported feature.
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*Office Communicator 2007 R2 is not available for download, only the Lync 2010 and 2013 clients are available.
Lync Web App
Lync Web App is the browser-based version of Lync 2010 that allows people who don’t have a Lync account
and haven’t installed the Lync client to participate in Lync meetings, using either a Windows or Macintosh
operating system.
For supported browsers, please refer to Supported Platforms for Lync Web App later in this
document.
Popup blockers. It is recommended to enable popups. Allow popups according to your browser.
What can it do?
During a meeting, Lync Web App provides many Lync features; these include meeting-wide instant messaging (IM), phone-based audio, file distribution, presenting with Microsoft PowerPoint presentation graphics program, and desktop and program sharing.
Sharing and presenting features are dependent on permission levels set by the meeting organizer, so they may not be available. Only users with presenter privileges can share files and programs.
The first time that you initiate a sharing session, you will be prompted to download the required sharing plug-in.
Lync Web App cannot be used to schedule meetings or to exchange instant messages with individual meeting attendees.
Where do I start?
In addition to needing one of the supported operating system and Internet browser combinations, an Internet connection, a phone, and an invitation to a Lync meeting, you will also need the Microsoft Silverlight 4.0 browser plug-in, or a later version of Silverlight, installed on your computer before your first online meeting with your supported browser.
Join the meeting
To join the meeting, do the following:
1. At meeting time, open your Online Meeting email invitation, and then click Join Lync meeting in the email message.
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2. In the Lync 2010 screen that opens, click Join the meeting using your web browser.
3. If you have an account with the organization that called the meeting, click Join using your corporate
credentials. With corporate credentials, you’ll have a few more privileges, such as being able to join the meeting without waiting for the leaders to approve you. Otherwise, click Join as a guest. Enter your email address and password for Lync.
4. Enter your corporate credentials or type a display name for yourself, and then click Join Meeting.
You might have to wait until the meeting leader lets you in, or you might be admitted right away.
Get audio
Call into the meeting from your phone; call the dial-in number in your email invitation.
Having the conference call you is not supported.
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View information about the other participants
The participant list indicates the permissions level of each participant: either Presenter or Attendee. Only
presenters can share their screens, give Microsoft® PowerPoint® presentations, open whiteboards, and
access other features, depending on how the meeting was organized.
The icons next to each name indicate whether the person is currently participating in instant messaging
(IM), audio, video, and content sharing in the meeting. Lync 2010 users can have computer audio and video
capability, while standalone Lync Web App users can get audio only through their phone.
Send an instant message
To send an instant message to meeting participants, do the following:
At the bottom of the meeting window, click the message input area, and begin typing. You can format your message using the text formatting options, and add emoticons if you’d like.
Press Enter.
Your IMs are received by all the meeting participants.
Save a file that another participant has distributed
To save a file that someone shares during a meeting, do the following:
At the top of the meeting window, click the Add or view attachments button.
Click the file, select a location, and then click Save.
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Distribute a file
To share a file with other participants, do the following:
At the top of the meeting window, click the Add or view attachments button.
At the bottom of the Attachments dialog box, click Add Attachment.
Locate and then double-click the file you want to distribute.
When the file appears in the Attachments dialog box, click Close.
Meeting participants will be alerted that there’s a new attachment, which they can save for future viewing.
Share your screen with others
The first time that you initiate desktop or program sharing, you will be prompted to download the Lync Web
App plug-in.
Depending on the permission levels set by the meeting organizer, a meeting presenter may need to make
you a presenter (if you are not already one) before you can show your desktop or program to the other
meeting participants.
Note: Only one person at a time can share.
In the meeting window, click the Share menu to see your available sharing options.
Share your desktop
In the meeting window, click the Share menu, and then click Desktop.
If you have only one monitor, it will be displayed to all the meeting participants. If you have more than one monitor, you will be prompted to select the monitor or monitors that you want to display.
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Share a program
In the meeting window, click the Share menu, and then click Program.
In the Select programs dialog box, select the program or programs that you want to display, and then click Start Sharing.
Give a PowerPoint presentation
To present PowerPoint slides to meeting participants, do the following:
Have a meeting presenter download the PowerPoint file you want to present.
In the meeting window, click the Share menu, click Recent Content, and then click the PowerPoint file.
Use the navigation arrows in the lower right of the stage to advance through your presentation, or click the Show Thumbnails button if you want to present your slides in a different order
Open a whiteboard
The whiteboard is a fresh page for notes and drawings that everyone in the meeting can use together.
1. In a meeting window, click the Share menu, and then click New Whiteboard.
2. To start writing or drawing on the whiteboard, use the tools in the lower left of the whiteboard.
Conduct a poll
Take a quick vote about the current discussion, or gather pertinent information from meeting participants
with a minimum of fuss. You must be a presenter to create a poll.
In the meeting window, click the Share menu, and then click New Poll.
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Type your question and at least two possible answers, and then click OK.
If no one else is sharing, your poll opens, and meeting attendees can begin voting.
Do any of the following:
To change the poll, click the Edit poll question and choices button.
To allow the meeting Attendees as well as the other Presenters to watch the results of an ongoing poll, click the Show results to everyone button.
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JOIN A MEETING OR CONFERENCE CALL BY PHONE
You can connect to a Microsoft Lync 2010 conference call or to the audio portion of an online meeting by
calling in. You can dial in either as a participant or as the conference call leader. Both leaders and
participants can use dual-tone multi-frequency (DTMF) to manage the conferencing experience.
Note: In Lync 2010 and the Online Meeting Add-in for Microsoft Lync 2010, conference call leaders are
referred to as presenters. The meeting organizer is automatically a leader.
If you are the conference call leader and are calling in without access to a computer, you must set your dial-
in conferencing PIN number before the call.
Set my dial-in conferencing PIN
You must use your dial-in conferencing PIN if you plan to join as the conference call leader. As a conference
call participant, you can also use your dial-in PIN and work number to be admitted to secure meetings—that
is, meetings limited to identified participants— without waiting in the lobby. To set or change your dial-in
PIN, do the following:
1. In the Lync main window, click the Show Menu arrow, point to Tools, and then click Dial-in Conferencing Settings.
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2. On the Dial-in Conferencing Settings and PIN Management page, under Personal Identification Number (PIN), click Sign In.
3. Choose your preferred language, enter your email address and password for Lync, and then click Sign
In.
4. Under Personal Identification Number (PIN), click Reset your PIN.
5. Review the PIN requirements, enter and confirm your new PIN, and then make a note of it in a secure location.
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6. Click OK.
Join as a participant
For most Lync conference calls, joining is as simple as dialing the number and recording your name. Once
you are connected to the call, you can mute your line or hear a list of people on the call by using DTMF
commands. DTMF commands are touch-tone codes entered on your phone’s keypad.
Join the conference call as a participant
1. Open the meeting request, and, under Join by phone, note the dial-in numbers and conference ID. If you’re travelling, you can also click the Find a local number link in the invitation to see if dial-in numbers are available for your current location.
2. Dial one of the numbers listed, and, when prompted to do so, enter the conference ID, followed by the pound sign (#).
3. Wait for several seconds after you hear the prompt that begins “If you’re the leader...”
4. (Optional) If the meeting is secured—that is, limited to identified participants—do one of the following:
When prompted to do so, enter your work number, and then enter your dial-in PIN.
Wait on hold until the leader admits you to the meeting. 5. Record your name when requested to do so, and then press pound (#).
In the following situations, you must wait on hold before you are connected to the call:
The leader has not joined the call
It is a secure call, and you chose, in step 4 above, to wait in the lobby rather than enter your extension number and PIN.
Mute your line or hear a list of participants
The following table shows the DTMF commands, or touch-tone codes entered on you phone’s keypad, that
are available to participants during a conference call.
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Press To do this
*1 Privately play a description of the available DTMF commands
*3 Privately play the name of each participant in the conference
*6 Mute or unmute your microphone
Join as the conference call leader
In addition to the dial-in number and conference ID, you must set and make a note of your dial-in PIN in
order to join a conference call as the leader. Once you are connected to the call, you can manage meeting
audio and other options by using DTMF commands.
Join the conference call as the leader
1. Open the meeting request, and, under Join by phone, note the dial-in numbers and conference ID. You can also click the Find a local number link in the invitation to see if additional dial-in numbers are available.
2. Dial one of the numbers listed, and, when prompted to do so, enter the conference ID, followed by the pound sign (#).
3. Do one of the following:
If you scheduled the meeting, press the star (*) key when you hear the prompt, and then enter your PIN.
If you are not the meeting organizer, wait until you hear the prompt “If you were designated as the meeting leader, please press star again.” Then press the star (*) key, and enter your phone number and PIN when prompted to do so.
You hear “You are now joining the meeting as a leader” and are connected to the call.
Note: If you are placed on hold or asked to record your name, then you were not authenticated as the
conference call leader. Hang up and try joining the conference call again.
Manage the meeting with DTMF commands
During the meeting, manage participants, audio, and the lobby by using the DTMF commands shown in the
following table.
Press To do this Availability
*1 Privately play a description of the available DTMF commands Everyone
*3 Privately play the name of each participant in the conference Everyone
*4 Mute audience or return mute control to participants Important Turning off audience muting does not unmute individual participants. When you turn off audience muting, participants hear a message explaining how to unmute themselves.
Leader only
*6 Mute or unmute your microphone Everyone
*7 Lock or unlock the conference Leader only
*8 Admit all participants currently in the lobby. After you issue this command, everyone joining the meeting bypasses the lobby.
Leader only
*9 Enable or disable announcements for participants entering and exiting the conference. Announcements are heard by everyone in the meeting
Leader only
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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?
Manage participants
Work with meeting content
Modify content permissions
End or exit the meeting
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 .
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.
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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.
You can also hover over a participant to view their contact card.
Invite others to the meeting
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
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2. (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.
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.
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Click the Add or view attachments button 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
In the Conversation window, click Share, and then click Desktop or Programs. For details, see Share your desktop and programs.
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:
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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.
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3. In the Online Meeting Options dialog box, under Privileges, change Annotate presentations to Presenters only, Everyone 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
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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 .
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.
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 , and then click Remove Everyone and End Meeting.
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CHANGE MEETING OPTIONS DURING THE MEETING
During an online meeting or conference call, you can change the access and presenter options for people
who haven’t yet joined. You can also modify the way that participants can interact with meeting content.
Open the meeting options page during the meeting
To set options during the meeting, do the following:
1. In the Microsoft Lync 2010 meeting or group 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. Change the meeting options as required. For details, see the Set access and presenter options and
Set private viewing and annotation privileges sections later in this topic.
4. Click OK to save your changes.
Set Access and Presenter options
To set Access and Presenter options, do the following:
In the Online Meeting Options dialog box, under Access and Presenters, modify the lobby and presenter settings for people who have not yet joined the meeting.
Access options determine which participants must wait in the lobby 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 of 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
Presenter options control which participants are automatically given presenter privileges when they join the
meeting. The following table describes each option in detail.
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Presenter option Who is a presenter When to choose this option
People from my company Everyone who joins and 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 who joins For group work sessions with people who don’t have an account on your network
People the organizer made presenters when the meeting was scheduled
The organizer and the participants originally chosen as presenters
You don’t want anyone else to join the meeting with presenter privileges
Set private viewing and annotation privileges
To change the default viewing and annotation options, do the following:
In the Online Meeting Options dialog box, under Privileges, do one or both of the following, as appropriate:
Change View privately to Everyone or None. By default only presenters can page through meeting content at their own pace without affecting what everyone else in the meeting sees. Choose None (organizer only) if you prefer to control what participants are looking at during the meeting.
Change Annotate presentations to Presenters only or None. Normally everyone in the meeting can add annotations to a PowerPoint presentation.
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SET UP AUDIO AND VIDEO
Set up audio and video devices before the meeting
To set up your audio and video before the meeting, do the following:
1. In the Lync main window, click the Options button .
2. In the Lync – Options dialog box, click Audio Device, verify that the correct device is selected, and then click the Check Call Quality button to test the device.
3. Click Video Device, and then verify that your camera is working correctly.
4. Click OK.
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COLLABORATE ON A WHITEBOARD
A whiteboard is a blank page for notes, drawings, or imported images that meeting participants can work on
together. When the session is over, you can save the product of your collaboration.
What do you want to do?
Open a new whiteboard
Add content
Move content
Change the color of content
Undo and redo your work
Determine who added or changed content
Point to content to show what you’re referring to
Delete content
Rename the whiteboard
Save the whiteboard
Temporarily close the whiteboard
Privately view a closed whiteboard
Permanently delete a whiteboard
Open a new whiteboard
You must be a meeting presenter to open a whiteboard. If you aren’t already a presenter, the meeting
organizer or any other presenter in the meeting can make you one. All meeting participants, whether
presenter or attendee, can work on the whiteboard.
In the meeting window, click the Share menu, and then click New Whiteboard. A blank whiteboard opens on the stage (right pane of the meeting window) on everyone’s screen.
Note: If a presenter opens another whiteboard or begins another sharing activity, this whiteboard will
automatically close but be available in the Content List for use later in the meeting.
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Add content
Use the tools along the bottom of the whiteboard to add content.
Note: Several meeting participants can work on the whiteboard simultaneously, but each tool can be used
only by one person at a time.
Text
Type it
o On a new whiteboard, you can just click anywhere, and start typing. Otherwise, click the
Select and Type button first.
o Select a font and size by clicking the down arrow next to the Select and Type button before you start typing.
o Use the Color button to select a text color before you start typing
Paste it
o Copy to the Clipboard the text that you want to use.
o Click the whiteboard where you want to paste the text, and then press CTRL+V.
o You can use the Color button to select a text color before you paste it.
Lines, arrows, and shapes
Click the Line button , and then and draw lines, or click the down arrow next to the button, and then select another shape.
Use the Color button to select a color before you start drawing.
Freehand drawing or highlighting
Click the Pen button , and then start writing or drawing in black, or click the down arrow next to the button, and then select another pen color or a transparent “highlighter” to draw with.
Arrow, check mark, or X stamp
Click the Arrow Stamp button , and then click on the whiteboard to add an arrow, or click the down arrow next to the button, and then select the check mark or X.
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Insert an image
Click the Insert image button , navigate to the image that you want, and then double-click it.
Resize the imported image by dragging the triangle in its lower right corner.
Move content
You can select and then move anything on the whiteboard.
Move one object
Click the Select and Type button .
Click the object you want to move. A selection rectangle appears around the selected object.
Drag it to its new position.
Note: For typed text, point to the bar at the top of the text box before you begin dragging it.
Move several objects at the same time
Click the Select and Type button .
Use the mouse pointer to draw a box around everything that you want to move. Selection rectangles appear around the selected objects.
Place the mouse pointer on any of the selected objects, and then drag the group to its new position.
Change the color of content
You can change the color of most objects after you add them to the whiteboard.
Click the Select and Type button .
Click the object you want to change. If you want to change several objects to the same color, use the mouse pointer to draw a box around all of them. A selection rectangle appears around the selected object or objects.
Click the Color button , and then click the color that you want.
Undo and redo your work
To undo or redo your work, do the following:
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Click the Additional Tools arrow, and then click Undo or Redo.
You can use this tool repeatedly to go backwards and forwards through your changes to the whiteboard.
Note: You cannot use this process on other people’s work.
Determine who added or changed content
To see who added or changed content on the whiteboard, do one of the following:
For non-text items on the whiteboard, hold the mouse pointer over the content to see “Created by” and “Last modified by” information.
For typed text, point at the text, and then hold the mouse pointer over the solid rectangle that appears above the text when you point at it.
Point to content to show what you’re referring to
Use the Laser Pointer tool to show the other meeting participants what you’re referring to.
Click the Laser Pointer button .
Click the object you want to point to and hold down the mouse button. Everyone will see the blue circle indicator and your name.
Delete content
To delete content, do the following:
Click the Select and Type button .
Select the object or objects that you want to delete.
Press the Delete key.
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Rename the whiteboard
It’s particularly useful to name whiteboards during a meeting if the group will be switching back and forth
among several.
Click the down arrow at the top of the stage, click the arrow next to the whiteboard you want to rename, and then click Rename.
Save the whiteboard
Save the whiteboard to your computer to access your collaborative work after the meeting is over.
Click the Save button , type a file name, and then click Save.
Temporarily close the whiteboard
To close a whiteboard that you’ll want to use again later, do the following:
In the upper-right corner of the stage, click Stop Sharing. The whiteboard closes but remains available for use later in the meeting.
You can reopen the whiteboard later in one of the following ways:
If the stage is open, click the Content List, and then click the whiteboard you want to share.
If the stage is hidden, click the Share menu, click Recent Content, and then click the whiteboard.
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Privately view a closed whiteboard
You can refer to a closed whiteboard without sharing it with the other attendees.
If the stage is hidden, click the Share menu, and then click Show Stage.
At the top of the stage, click Content List, click the arrow next to the whiteboard you want to view, and then click View Privately.
Permanently delete a whiteboard
To delete a whiteboard, do the following:
Click the down arrow at the top of the stage, click the arrow next to the whiteboard you want to delete, and then click Remove from Meeting.
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CONDUCT A POLL
Polling is a great way to quickly gather information or compile the preferences of meeting participants.
What do you want to do?
Create a poll
Show or hide a poll
Close a poll
Remove a poll from the sharing stage
Edit the contents of a poll
Save poll results
Delete a poll
Create a poll
A poll in Microsoft Lync 2010 communications software consists of one question and up to seven possible
choices. A meeting can contain many polls, but only one poll at a time can appear on the sharing stage,
visible to all meeting participants.
Note: Only meeting presenters can create and manage polls. If you are not already a presenter, the meeting
organizer or another presenter can make you one.
In the meeting window, click the Share menu, and then click New Poll. The Create a Poll dialog box opens.
Type a name for your poll, your question, and two or more possible answers.
Click OK. If no one else in the meeting is sharing, your poll appears immediately to everyone in the meeting with the words Poll is open at the bottom of the stage. If other sharing is taking place, you have the option to share your poll immediately, which would end the current sharing session, or save your poll in the content bin for later.
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Hint: Hover over the icons for a ToolTip
Show or hide a poll
As people respond to the poll, you and the other meeting presenters will see the results in real time.
To allow everyone in the meeting to watch the results, click the Show results to everyone button
at the bottom of the stage.
You or another presenter can switch back to hiding the results from meeting attendees.
To allow only presenters to watch the results, click the Hide results from attendees button .
Close a poll
When polling is complete, close the poll.
To stop the voting, click the Close the poll button . The words Poll is closed appear at the bottom of the stage. The poll results remain on the screen.
Remove a poll from the sharing stage
When meeting participants have finished working with the poll results, you can remove the poll from the
sharing stage.
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To remove the completed poll from the sharing stage, click Stop Sharing in the upper-right corner of the stage.
The poll remains in the content bin to be used or saved later.
Edit the contents of a poll
Presenters can change a poll’s question or choices, either while polling is open (this restarts the poll) or
privately, away from the general view. In either case, editing a poll erases any previous votes.
Edit a poll that’s currently being shared
At the bottom of the sharing stage, click the Edit poll question and choices button .
Make your changes, and then click OK to make the changes public. Meeting members can now begin voting on the edited poll.
Edit a poll that’s hidden
If the sharing stage isn’t open, click the Share menu, and then click Show Stage.
Click Content List at the top of the stage, click the arrow next to the poll you want to edit, and then click View Privately.
Click the Edit poll question and choices button .
Make your changes, and then click OK.
Do one of the following:
To start the edited poll, click the Open poll for everyone to vote button .
To close the poll until later, click Close the poll .
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Save poll results
You can save a Lync 2010 poll as a CSV file. CSV files can be opened in Microsoft Excel spreadsheet software,
which offers many types of charts for presenting the polling results.
If you save the poll while it is visible in the sharing stage, you also have the option of saving it as a PNG
image.
Save the results of a poll that’s currently visible in the sharing stage
At the bottom of the sharing stage, click the Save poll button
Type a file name, select the file type that you want, and then click Save.
Save the results of a poll when the sharing stage is open, but the poll isn’t visible
In the sharing stage, click Content List, click the arrow next to the poll that you want to save, and then click Save As.
Type a file name and then click Save.
Save the results of a poll when the sharing stage is hidden
In the meeting window, click the Share menu, and then click Show Stage.
Click Content List, click the arrow next to the poll that you want to save, and then click Save As.
Type a file name, and then click Save.
Delete a poll
To delete a poll that you no longer need, do the following. If the sharing stage is hidden, click the Share
menu, and then click Show Stage.
In the sharing stage, click Content List, click the arrow next to the poll you want to delete, and then click Remove from Meeting.
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SHARE YOUR DESKTOP AND PROGRAMS
You can have working sessions and share and edit files with others by using desktop and program sharing. It
only takes a couple of clicks to share your screen with a colleague in another location.
What do you want to do?
Share your desktop
Choose an open program to share
Stop sharing your desktop, monitor, or program
Give control to others
Take back control at any time
Stop people from being able to share
Request control
Share your desktop
Let everyone in the conversation or meeting view your desktop, or choose a specific monitor to share.
Do one of the following:
To share in a meeting, open Microsoft Outlook Calendar, open the meeting invitation, and click the Join online meeting or meeting link.
To share in an instant-messaging conversation, open Microsoft Lync 2010, and double-click a contact that you want to share with. To add contacts, in the Conversation window, click the People Options menu, click Invite by Name or Phone Number, and select contacts to add.
In the Conversation window, click Share. If you have only one monitor, click Desktop. Otherwise, click the monitor that you want to share.
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Note Whenever you’re actively sharing, a bar is shown at the top of the window that reads You are now sharing. The meeting stage, in the right pane, shows a preview of what attendees are seeing, and a glow appears around the area being shared.
Choose an open program to share
You might want to share only a particular program and its associated windows.
In a Conversation window, click Share, and then click Program.
In the Share Desktop or Applications dialog box, under Select applications you want to share, click the program that you want to show, and then click Share.
Stop sharing your desktop, monitor, or program
To stop sharing, do the following:
On the sharing bar at the top of your screen, click the Stop Sharing button.
Give control to others
When you start sharing your desktop, a monitor, or a program, you’re the only one in control. When you’re
ready, you can allow others to use their own mouse and keyboard to navigate and make changes to
whatever you’re sharing. You can take back control at any time.
On the sharing bar at the top of your screen, click the Give Control button on the sharing bar at the top of your screen, and then do one of the following:
To allow anyone in the meeting to automatically take control of your computer, click Automatically accept control requests.
To give control only to an individual, click the person’s name under Attendees.
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Note: If you choose an individual, this person can immediately control your mouse and make edits using his or her keyboard. If you choose the Automatically accept control requests option, people will automatically get control when they click Request Control, on the sharing bar.
Take back control at any time
You can take back control at any time by doing the following:
On the sharing bar at the top of your screen, click Give Control, and then click the selected option, either Automatically accept control requests or Take Back Control.
Hint: If a user is moving the mouse so much that you can’t gain control of it, press CTRL+Alt+Space.
Stop people from being able to share
If you have presenter privileges, you can prevent other people from sharing by doing the following:
In the Conversation window, click the drop-down list beside the People Options menu, and then click
Make Everyone an Attendee.
Request control
When another person is sharing, you can request to take control.
On the sharing bar at the top of your screen, click Request Control. The person sharing must accept your
request before you can take control.
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GIVE A POWERPOINT PRESENTATION
When you are giving a prepared presentation to a group, you most likely want to control the content, pace,
and what’s being shown at all times. Giving a Microsoft PowerPoint presentation is a professional way to
give an online presentation. No one can edit the content that you are presenting, but if you choose, other
people can mark on it to emphasize a point.
Upload a PowerPoint file before a scheduled meeting
If you’ve scheduled a meeting, you might want to upload your presentation to the meeting before it begins.
Open your meeting from Microsoft Outlook by clicking the Join online or the Join online meeting link in the invitation.
In the meeting window, click Share, and then click PowerPoint Presentation.
Double-click the PowerPoint file that you want to add, and then click Open. When the file has been uploaded and converted for presentation, the slides are shown in the meeting stage area which is to the right of the meeting window.
Control who can download your presentation
To keep the focus on what you’re presenting and to avoid distractions, you might want to restrict who can
download your presentation or handouts.
After you have uploaded the presentation, in the meeting stage, click the arrow next to Meeting
Content or the file name, click the arrow next to your file, point to Make Available to, and then click one
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of the following:
Organizer Allows only the person who schedules the meeting to download the file. You might want to
choose this option if you’re doing a presentation and don’t want people in the meeting to have the
content before you present it.
Presenters Allows only presenters to download the file to their computers.
Everyone Allows the organizer, presenters, and attendees to download the file to their computers.
Give a PowerPoint presentation
You can give a PowerPoint presentation that’s already been uploaded to a meeting or browse to a
PowerPoint file and start presenting.
Present a PowerPoint file that you have already uploaded to a meeting
In the meeting window, click Share, click Recent Content, and then click the file name.
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Present a PowerPoint file that’s not uploaded yet
In the meeting window, click Share, and then click PowerPoint Presentation.
In the Share PowerPoint dialog box, browse to and double-click the PowerPoint file that you want to present. You might need to allow extra time to upload and convert the file for presentation.
Stop showing the presentation
To stop showing a presentation, do the following:
In the upper corner of the meeting stage, click Stop Sharing.
Annotate a presentation
Annotating a presentation marks only on the top layer or shared version of a presentation without altering
the actual file.
To start writing or drawing on the PowerPoint presentation, use the tools at the bottom of the meeting stage.
Save a copy of the annotated file
Click the Save button , type a file name, and then click Save.
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START AN UNSCHEDULED MEETING OR CONFERENCE CALL
To send an invitation to an unscheduled meeting by using the Meet Now command, do the following:
Important: Lync supports both online meetings and conference calls. One meeting request is used for both
purposes.
1. In the Lync main window, click the Show Menu arrow, and then click Meet Now.
2. In the Join Meeting Audio dialog box, do one of the following:
To call into the meeting from your phone, click Do not join audio, then call the dial-in number in your email invitation.
To join the meeting with Lync, click Use Lync (integrated audio and video).
Note: the Call me at feature is not supported.
3. In the group conversation window, click the People Options button, click Invite by Email, and then fill
out the meeting request.
Note: The Invite More People function and Starting Conference Call feature aren’t supported at this
time. Refer to the Notes section at the end of this procedure for a workaround if you use those features.
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4.
Note: When you choose Invite by Email, participants can join the meeting as soon as they receive the
meeting request and click on the Join online meeting link. For contacts not part of your Lync Organization,
use Invite by Email.
Notes on Unscheduled Meetings and Conference Calls
Recipients of unscheduled meeting invites originated from the Invite More People option and Starting Lync
Computer Conference Calls may experience connection issues. It is recommended to use the Invite by Email
feature (see Start an Unscheduled Meeting) for unscheduled meetings or conference calls, otherwise use the
following workaround:
Unscheduled Meetings
Start an unscheduled meeting as outlined in Steps 1 and 2 above.
In the Conversation window, click the People Options button, click Invite by Name or Phone Number, select your participants and then fill out the meeting request..
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Initially, your recipients will not be able to connect to the meeting conversation.
Your recipient should click Retry… Join using Lync to connect to you (they will be Muted on entry to the conversation).
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Start a Lync Conference Call
A conference call is a Lync-to-Lync computer call you have with more than one other person. You can either
start a conference call with several people simultaneously or add people to an existing call. It is
recommended to use the Meet Now… Invite by Email feature (see Start an Unscheduled Meeting) instead
for conference calls, otherwise use the following workaround:
Note: Starting Conference Calls by calling you at a number is not supported.
To start a Lync conference call:
Open Lync and, in your Contacts list, press and hold the CTRL key on your keyboard, click each of the contacts you want to call, or click a contact group name. Note: to Start a Conference Call you must select at least two contacts.
Right-click any one of the selected contacts or the group name, point to Start a Conference Call, and then click Start Conference Call Now Using...Lync.
Your contacts will see:
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Add one or more contacts to a call
To add contacts to a call:
1. In a conversation window, click the People Options menu, and then click Invite by Name or Phone
Number.
2. Press and hold the CTRL key on your keyboard, click the contacts you want to call, and then click OK. Or,
you can add contacts one at a time after searching for them.
3. Initially, your recipients will not be able to connect to the meeting conversation.
4. Your recipient should click Retry… Join using Lync to connect to you (they will be Muted on entry to the
conversation).
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SUPPORTED PLATFORMS FOR LYNC WEB APP
To use Microsoft Lync Web App communications software, you must have one of the following supported
operating system and Internet browser combinations.
Notes
You also must have the Microsoft Silverlight 4 GDR 0 (Build: 4.0.50524) browser plug-in, or a later version of Silverlight, installed on your computer.
Lync Web App is not supported on 64-bit browsers.
Lync Web App is not supported on 32-bit Safari 4.x browsers, except for Macintosh OS 10.4.8 and later versions (Intel-based)
