Web conferencing guide for session hosts using Lync - June 2014 McGill University, IT Services 1 Web Conferencing Guide for Session Hosts using Microsoft Lync With MS Lync, faculty and staff can plan and schedule online meetings for collaborative activities with the ability to share audio, video, documents and much more. They can use either their Outlook calendar or the Lync Web Scheduler to easily create online meetings that can be used at anytime and with up to 250 participants. Plan and create an online meeting using MS Lync and Outlook Important: MS Lync Client must be installed on the computer to be able to create an online meeting through the Outlook calendar and activate the Lync Meeting Add-in for Microsoft Office 2013. Note: These instructions are for using MS Lync 2013 for PC and Mac (with some exceptions) operating systems. 1. Launch MS Lync.
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Web conferencing guide for session hosts using Lync - June 2014 McGill University, IT Services
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Web Conferencing Guide for Session Hosts using Microsoft Lync With MS Lync, faculty and staff can plan and schedule online meetings for collaborative activities with the ability to share audio, video, documents and much more. They can use either their Outlook calendar or the Lync Web Scheduler to easily create online meetings that can be used at anytime and with up to 250 participants.
Plan and create an online meeting using MS Lync and Outlook Important: MS Lync Client must be installed on the computer to be able to create an online meeting through the Outlook calendar and activate the Lync Meeting Add-in for Microsoft Office 2013. Note: These instructions are for using MS Lync 2013 for PC and Mac (with some exceptions) operating systems. 1. Launch MS Lync.
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2. Go to your Outlook calendar. Click New LyncMeeting (on PC), or Online Meeting (on Mac)
3. An email with the meeting information opens. Enter participants’ names in the To field (use a semi-colon ; between each name).
Optional: You can modify the default meeting options to change meeting access and permissions.
a. Click Online Meeting Options (on PC), Meeting>Online Meeting>Set Access and Permissions (on Mac) to change meeting Options for: • Access: restricted to invitees, everyone from McGill or everyone (no
restrictions) • Presenter: only you, the organizer, people you choose, anyone from McGill
or everyone (no restrictions)
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• Bypass lobby: only you, the organizer, everyone from McGill or everyone (no restrictions)
• Limit participation (Mac users can modify these options inside the meeting room only): Disable IM, Mute all attendees, Block attendees’ video.
b. Click OK after making changes to the meeting room options. 4. Send the invitation.
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Plan and create an online meeting using Lyn Web Scheduler Using the Lync Web Scheduler is a convenient way to schedule and plan online meetings without having to log in to Lync Client first. The Lync Web Scheduler provides very similar options that are seen when creating online meetings through the Outlook calendar, with some minor differences. 1. Go to https://lync2013web.campus.mcgill.ca/scheduler/ 2. Enter your McGill username and password. Click Continue.
3. On the Create New Meeting tab, under General:
a. Enter the subject title for your meeting. b. Lync Meeting will be the default location of your meeting unless you
expect participants to go to a particular room. Note: If you do not enter anything in the Subject field, you will not be able to edit or delete the meeting.
c. (Optional) Enter a message about your meeting.
4. Under Meeting Time:
a. Select the correct time zone for your location.
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b. Enter the date and time for the Start and End Time.
5. Under Access and Presenters:
a. By default, attendees must wait in the “Lobby” of a meeting room until the presenter allows them to enter. However, attendees can access the meeting room immediately, without the presence of the presenter, depending on the meeting options selected during meeting creation. Choose one of the following for Who will bypass the lobby: • Organizer Only (Locked) • People I invite from my company • People from my company • Everyone including people outside my company • People dialing in by phone will bypass the lobby
b. Select who is a presenter for the meeting room: • Organizer Only • People I choose (enter emails in the Add presenter text box) • People from my company • Everyone including people outside my company
6. Under Participants and Audio:
a. Add the invitees’ names and email addresses, separated by semicolon (;). Check the names to verify you have the correct names.
b. (Optional) Select Turn on entry and exit announcements for this meeting. These auto-generated entry or exist announcements can be heard when someone enters or exits an online meeting.
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7. Click Save. 8. A pop up with the meeting details will open. Copy and paste the meeting details
in the invitation you will send through your email provider (e.g. Exchange OutLook).
Online Meeting Lifespans If the following message appears when using the URL for the online meeting that was created, it may be due to the fact that that particular online meeting URL is no
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longer active.
Here are some guidelines about online meeting lifespans:
• Meetings scheduled using Outlook or the Web Scheduler will expire 14 days after the meeting end date.
• Recurring meetings scheduled with Outlook will expire 14 days after the date of the last occurrence.
• Recurring meetings scheduled with Outlook with no end date will expire 6 months after the last time the meeting was accessed.
• AdHoc meetings created from the Lync client using ‘Meet Now’ will expire in 8 hrs.
• Manually deleting meetings: o Delete the meeting using the Web Scheduler under ‘My Meetings’.
(This only applies to meetings created from the Web Scheduler) o Cancel the meeting from Outlook making sure you send out the
cancellation notifications. It’s this notification that will instruct Lync to remove the meeting.
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Join an online Lync meeting
1. Click Join a Lync Meeting or the meeting link in your meeting invitation.
2. Type your name in the text box to sign in as a guest or click Sign in if you are
from the organizer’s company to enter your McGill credentials.
3. Click Join the Meeting. 4. Install and run the Lync Web App plug-in. (Note: Chrome does not allow the
plug in installation.) 5. Depending on the meeting options set by the meeting organizer, you’ll either
enter the meeting right away, or wait in the meeting lobby until admitted.
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Join a Lync meeting from your phone 1. Click Join a Lync Meeting or the meeting link in your meeting invitation.
2. Type your name in the text box to sign in as a guest or click Sign in if you are
from the organizer’s company to enter your McGill credentials.
3. Click Join the Meeting. 4. Install and run the Lync Web App plug-in. (Note: Chrome does not allow the
plug in installation.) 5. Depending on the meeting options set by the meeting organizer, you’ll either
enter the meeting right away, or wait in the meeting lobby until admitted. 6. In the Join Meeting Audio, click I will dial in to the meeting and call the
phone number provided in the meeting invitation (514-398-8321). Note: This is a local number at McGill, so careful not to run up long distance charges.
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Note: Each Lync user has two types of Conference IDs. One is a permanent one (i.e. remains the same always) and another is a sort of “disposable” one (unique for every conference). It is the user’s choice which one it uses and it is a recommended to test the Conference ID prior to sharing it. If it does not work, complete the steps to reset the ConferencID: • Reset conference ID by going to https://dialin.mcgill.ca AND THEN create
a NEW Lync Meeting. Observe that the new conference ID is different from the old conference ID.
View attendees 1. To open the list briefly and see the headcount, point to the View
participants icon.
2. To pin the list to the chat area, click the View participants icon.
Send an instant message 1. During a Lync Meeting, click the IM icon to type an instant message (IM).
2. Type your message in the bottom part of the message input area and press
Enter to send the message. Your message will go to all the meeting participants.
3. You cannot send an IM to a specific meeting participant from Lync Web App, nor can you send an IM to anyone who is not a meeting participant. Also, Lync Web App IMs cannot be used send files or images (except emoticons) to meeting participants.
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Distribute a file 1. If you’re a presenter, you can share documents and images with other
meeting participants. You upload them to the meeting content area and participants download and save them to their computers.
2. Point to the Share icon, click the ATTACHMENTS tab, and click Add Attachment.
3. In the Select the file you want to upload dialog box, click Browse to search for the file you want to attach.
4. Click the file, and then click Open. 5. After the attachment is uploaded, a notification is displayed to all meeting
participants with options to open or save the attachment.
Share your screen with others You can share your desktop and open programs only if you are a presenter, and have installed the Lync Web App plug-in.
1. To share your desktop, point to the Share icon, and click Desktop.
2. To share an open program, point to the Share icon, and click Program. In the
Present Programs dialog box, click the program you want, and then click Present.
3. The shared content is displayed in the meeting stage on everyone’s computer, while your meeting stage only displays You’re presenting
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Desktop/Program Name. A yellow outline is shown around the shared desktop or program on your computer.
Give a PowerPoint presentation You can share a PowerPoint presentation only if you’re a presenter.
1. Point to the Share icon, and click PowerPoint.
2. In the Select the PowerPoint you want to present dialog box, click Browse
to search for the presentation. 3. Click the presentation, and then click Open. Optionally, you can select
PowerPoint files that were previously added to the Presentable Content.
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Open a Whiteboard 1. Pause on the Present (monitor) icon, and then click Whiteboard under the
Present tab.
2. A blank Whiteboard opens on the meeting stage on everyone’s screen. 3. The annotation tool set opens automatically on the right side of the
Whiteboard. 4. Click any of the tools to annotate on the Whiteboard, such as: Pointer tool,
Pen, Highlighter, Eraser, and so on.
The Whiteboard closes automatically if you switch to another presenting option, but will be available in the Presentable Content window if you want to open it later in the meeting. Just pause on the Presentation (monitor) icon and click Manage Presentable Content, to access the Whiteboard again.
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Conduct a poll 1. In the meeting window, pause on the Presentation icon. 2. Make sure you’re on the Present tab, then click Poll.
3. In the Create a Poll window, type your question and the answers, then click
Create. The poll page opens in the meeting and results are shown to everyone as the participants select an option.
4. Click Poll Actions to manage the poll, such as open, close, edit, show, or hide results.
5. When you’re done, click Stop Presenting at the top of the meeting room. 6. To delete a Poll page, hover over the Presentation (monitor) icon, click
Manage Presentable Content and then click Remove.
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Setting up audio and webcam To be able to use your computer’s mic and speakers or a headset, you have to install the plug-in.
1. The Join Meeting Audio dialog box displays after you join the meeting. 2. Depending on the settings configured by your system administrator, any
combination of the following options will display. Choose the option that works best for you. Click OK.
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Other Lync Tool Options There are other Lync tool options available for presenters directly in the Lync meeting room interface.
1. Click the triple dots found on the bottom right of the Lync interface. (Note: This option access is not currently available for Mac operating systems.)
2. The following menu options will open:
• Start Recording: allows the presenter to begin recording the online meeting.
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• Manage recording: allows the presenter to manage online meeting recordings, which get saved to the local computer.
• IM Text Display Size: allows the presenter to change the text display
size.
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• Meeting room Info: provides details about the online meeting room that can be copied and shared.
• Lync Meeting Options: allows the presenter to apply permission options
to attendees.
• End Meeting: allows the presenter to end the meeting. • Lync Help: provides access to additional Lync resources.
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Prior to your session checklist Have you:
Hired/volunteered a moderator to help you with the session? Selected a location with a wired internet connection? Tested your system and connection? Tested the Conference ID when phoning into the conference? Run Lync Web App plug-in? Tested the meeting room with someone? Tried the audio and webcam on your computer? Uploaded content in the meeting room to save time?
Resources • Request a consultation • Consult online documentation and videos • Email IT Support: [email protected] • Call IT Support: (514)398-3398
