Managing your Lync meeting

As a presenter, you have full control over the meeting options, content and participants. The meeting management tasks below are listed in typical order according to the usual flow of a meeting. Each section covers the most frequently used features.

What do you want to do?

A Lync Meeting recording captures audio, video, instant messaging (IM), screen sharing, PowerPoint slides, whiteboard, and polling. Any of the presenters can record a meeting and save it on their computers.

IMPORTANT: Recording is not available if your organization is using Lync Basic.

Start recording

1. Click More Options 
   
    > Start Recording. Note: If the recording option is dimmed, your audio might not be connected. Click the Phone/Mic icon to connect audio, and try again.
   
   
    
   
   
2. Use the controls at the bottom of the meeting to pause, resume, or stop the recording.
3. To see who else is recording, point to the red recording button.
4. When you’re done, click Stop Recording. Lync automatically saves the recording in MP4 format that plays in Windows Media Player.
5. You can exit the meeting while the recording is being finalized. 

Play and share the recording

1. Click Tools on the Lync main window, and click Recording Manager.
   
   
    
   
   
2. Click your recording to highlight it, and click Play on the right side of the window.
3. Click Rename to change the name of the recording.
4. To share your recording with others, click Browse to locate it, and copy the file to post on a shared location, such as OneDrive or an internal SharePoint site.

If you can’t post the recording, check to make sure you have enough space on the page.

Were you able to use the meeting recording tools?

When you join a Lync meeting, you can decide which type of audio to use: computer audio or phone. Audio controls and options are different depending on the choice you make.

Mute and un-mute your audio

If you’re using computer audio (mic and speakers), click the Phone/Mic icon in the Lync Meeting window to muteAsset not found , and then click it again to un-mute

If you’ve called in to the meeting with a phone, use the Mute key on your phone, or press *1 for a list of the available keypad commands, including mute and unmute.

Mute everyone else’s audio

Pause on the People icon

, click the Actions tab, and then click Mute Audience.

 

Change your audio device or transfer the call to another device

Pause on the Phone/Mic icon

If you want to transfer the call to another device, for example your cell phone, click the TRANSFER CALL tab, and under My Numbers, click one of your numbers, or add a new number. This option comes in handy if you need to leave your office, but want to continue your meeting on the phone.  

Disconnect Audio

When you are done with your meeting, click More Options, and click End Meeting. This closes the window and disconnects everyone from the meeting, including those participants who called in.

This is important to:

• Protect your confidentiality. If you’re using your default meeting space and leave the meeting without ending it, someone could stay on the line and listen in on your next meeting.
• Save on audio conference charges. If you’re using an audio conferencing provider and exit the meeting without ending it, anyone who accidentally stays on the line will continue to be charged for the connection time.
  
  
   
  
  If you just want to exit the meeting and let others stay connected, simply close the meeting window.

Were you able to manage your meeting audio?

You can manage participants individually or as a group all on the same menu.

Manage individuals

1. Click the People icon to see the list of the participants.
2. Under the Participants tab, right-click a person’s name and use the options to mute, unmute, make presenter/attendee, or remove from the meeting.
   
   
    
   
3. Click Invite More People to add additional participants. You can invite by selecting someone from the list, or by typing a phone number.

Manage the audience

Pause on the People icon, and click the Actions tab. Then select an option:

• Mute Audience to eliminate background noise.
• No Meeting IM to turn meeting IM off or on.
• No Attendees Video to block attendees from starting video.
• Hide Names to hide the names on the pictures.
• Everyone an Attendee if you don’t want people to take over the presentation.
• Invite by email to send email invitations to additional people.

Were you able to use the participant management tools?

We’re sorry you had trouble using the Lync Meeting management tools. Suggested next steps:

1. Review the online training for more details about conducting a Lync Meeting.
2. If there was a technical issue with your meeting, contact your workplace technical support—typically, the person who set up your Lync account for you.

See also:

• Scheduling and preparing for a Lync Meeting
• Joining a Lync Meeting

Use the meeting controls such as annotation tools, presenter notes, and switching presenters, to help you during your presentation.

You can even make the slides available for downloading to all attendees to review after the meeting.

Upload your PowerPoint presentation

1. Pause on the Presentation icon, and click PowerPoint.
   
   
    
   
2. Find your presentation, and double-click it to upload it in the meeting.
   

Present and manage the slides

1. To move the slides, use the arrows at the bottom of the meeting, or the arrow keys on your keyboard. You can also use the thumbnails.
2. Click Notes to see your presenter notes (visible only to you).
3. Press F5 on your keyboard to go to full-screen view, and Esc to go back to normal view.
4. Click the Annotations button on the right side of the slide to unhide the tools and draw, stamp, highlight, and so on.

Download the presentation

The participants who have permission to download the presentation can save the file on their computer.

1. Pause over the Presentation icon.
2. Click Manage Presentable Content.
3. Click More, and click Save As or Save with Annotations.

View privately or Take Over as Presenter

Presenters can take turns presenting the slides in a meeting. While one person is presenting, another can skip ahead to a specific slide and then return to the current view.

• To view the slides privately, click the arrows at the bottom of the meeting to move through the slides. This won’t interrupt the meeting, and you’ll be notified that you are viewing the meeting privately.
• To go back to the current view, click Return to Presenter’s View to synchronize your view with the active presenter.
  
  
   
  
  
• To present, click Take Over as Presenter to take control of the presentation. Be aware that the meeting automatically switches to your view.
• When you have finished your presentation, click Stop Presenting at the top of the meeting window.
  

Were you able to use the PowerPoint presentation tools?

You can show your entire desktop or just selected programs to everyone in a Lync Meeting.

• Share your desktop when you have to switch between programs or work on documents from different program.
• Share a program when you want to present specific programs or documents, and you don’t want people to see anything else on your computer. 

Start sharing

1. At the bottom of the meeting window, pause on the Presentation icon
   
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2. On the Present tab, select Desktop to share the content on your desktop.
3. Click Program, and select the program(s) or document(s) you want to share. Then select Present.

Remember, when you share your desktop, everyone in the meeting can see your programs, documents, and notifications. If you have confidential information or documents that you don’t want people to see, close them or use program sharing instead.

Sharing Toolbar

After you start sharing, you’ll see the sharing toolbar at the top of the screen.

1. Click Stop Presenting when you are done sharing your screen.
2. Click the blue pin to hide the toolbar and have more space. To un-hide the toolbar, move the mouse to the top of the screen. When the sharing toolbar appears, use any of the controls or click the pin again to keep the toolbar visible.
3. Click Give Control to share control of your desktop or programs with another participant, if you want them to change a document, help you present, or demonstrate a program.
4. To take back control, click Give Control on the sharing toolbar again, and then click Take Back Control.
   
   
    
   

NOTE: If you want a meeting attendee to share their screen, right-click their name and promote them to a presenter. If they don’t use Lync, they can still use Lync Web App to present.

If you need to share a file with meeting participants, such as a handout, you can attach it to the meeting and let your audience download to their computers.

1. Pause on the Presentation icon
   
     , and click the ATTACHMENTS tab.
2. Click Add Attachment and upload the file.
   
   
    
   
   
3. Click Manage Attachments > Permissions to choose who can download the file, or remove it.

You can manage participants individually or as a group all on the same menu.

Manage individuals

1. Click the People icon to see the list of the participants.
2. Under the Participants tab, right-click a person’s name and use the options to mute, unmute, make presenter/attendee, or remove from the meeting.
   
   
    
   
3. Click Invite More People to add additional participants. You can invite by selecting someone from the list, or by typing a phone number.

Manage the audience

Pause on the People icon, and click the Actions tab. Then select an option:

• Mute Audience to eliminate background noise.
• No Meeting IM to turn meeting IM off or on.
• No Attendees Video to block attendees from starting video.
• Hide Names to hide the names on the pictures.
• Everyone an Attendee if you don’t want people to take over the presentation.
• Invite by email to send email invitations to additional people.
  

Were you able to use the participant management tools?

To end the meeting and disconnect everyone:

1. Click More Options, and click End Meeting.
2. Click OK on the prompt to continue. This closes the window and disconnects everyone from the meeting, including those participants who called in.

If you just want to exit the meeting and let others stay connected, simply close the meeting window.

Details

IMPORTANT: We recommend that you end the meeting to make sure everyone is disconnected, rather than simply closing the meeting window. Here’s why:

• If someone remains in the meeting, (either on the phone or in Lync), they’ll automatically be joined to your next meeting and can hear and see any information you discuss or present.
• If your account is set up with an audio conferencing provider, additional connection charges will apply if someone accidentally stays on the phone line.
  

Congratulations, you've finished managing your Lync Meeting.

See also:

• Scheduling and preparing for a Lync Meeting
• Joining a Lync Meeting