Scheduling and preparing for a Lync Meeting

What does this guide do?

Provides all the details you need to set up Lync Meetings.

Who is it for?

Anyone who wants to schedule a Lync Meeting.

Keep in mind:

  • To schedule a Lync Meeting, you need a sign-in address and a password from an organization that uses Lync Server, or that has a business subscription to Office 365.
How does it work?
You’ll find detailed instructions on how to schedule a Lync Meeting in Outlook, Outlook Web App, or Lync Web Scheduler. There are in-context troubleshooting tips if you run into difficulty, plus meeting organizer best practices covering what to do before the meeting starts.
Estimated time of completion:
15-30 minutes.
Lync Meeting Tasks

Details

Schedule a meeting: Use Outlook, Outlook Web App, or Lync Web Scheduler to setup a meeting that occurs sometime in the future.

Prepare for a meeting: Upload presentations or handouts (attachments) before aLync meeting, and control advanced options, such as who can annotate a Microsoft PowerPoint presentation.

Start a meeting right now: Select one or more contacts and right-click to start an IMsession, audio call, or video call.


What do you want to do?

Lync Meeting Tasks

Details

Schedule a meeting: Use Outlook, Outlook Web App, or Lync Web Scheduler to setup a meeting that occurs sometime in the future.

Prepare for a meeting: Upload presentations or handouts (attachments) before aLync meeting, and control advanced options, such as who can annotate a Microsoft PowerPoint presentation.

Start a meeting right now: Select one or more contacts and right-click to start an IMsession, audio call, or video call.


What do you want to do?

Schedule a meeting

To schedule a Lync Meeting, you need a sign-in address and password from an organization that uses Lync Server, or that has a business subscription to Office 365.

There are different programs to be used for scheduling a meeting:

Outlook: Schedule a Lync Meeting on a computer with the desktop versions of Outlook and Lync installed. Provides access to the full range of Lync Meeting options.

Outlook Web App: Schedule a Lync Meeting from any Windows, Mac, or Linux computer with a supported browser.

Lync Web Scheduler: Schedule a meeting from a computer or device that doesn’t support the full version of Outlook Web App.

 

Choose the program you want to use:

Prepare for your meeting

It’s a recommended best practice to set up and test your audio and video devices, upload your presentation, and check your meeting options in advance, so that you can focus on your presentation when the meeting starts.


What do you want to do?

Start a meeting right now

Start a Lync conference call to have a quick, impromptu meeting with your co-workers. Make sure your contacts are available by checking their presence status first. 

Then: 

  1. Hold down the Ctrl key on your keyboard, and click the names of your contacts to select them.
  2. Right-click the selection, and click Start a Conference Call.
  3. Choose how you want to start the conference call:
    • Lync Call – Lync makes the call using computer audio.
    • Mobile, Work, or another number – Lync calls you and your contacts from a phone number you choose.

Your contacts then receive a notification, and they can accept or decline your request for the conference call.


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What do you want to do next?

Lync Meeting Add-in check

First make sure the Lync Meeting Add-in is installed.

Go to Outlook > Calendar. Do you see the New Lync Meeting button on the ribbon?

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Is the Lync Meeting Add-in installed?

Create a Lync Meeting request in Outlook

Create a Lync Meeting request in Outlook

In the Outlook Calendar,click New Lync Meeting, and fill in the basic information—but don’t click Send yet.

Details:

First, fill in the necessary meeting information. If you need to, check the Options tab for recurrence and reminder settings.

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Next,check everybody’s schedule. But don’t send the meeting request yet!

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IMPORTANT:

At least while you’re getting started, we recommend that you follow The Number One Lync Meeting Best Practice of All Time:

  • Always check the meeting options before you send the invitation.

Review meeting options

The options you see depend on the Lync installation you’re using: Lync Server or Lync Online (Office 365).

  1. In the Outlook calendar,select New Lync Meeting.
  2. In the Lync Meeting request, select Meeting Options.

Select your Lync Meeting option:

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Type of Lync Server meeting

Lync Meeting options let you control who gets into the meeting and what they can do once they’re there.


Choose the type of meeting that best describes your situation:

Everyone can share and modify content.

A large group where only some people are presenting, and you don’t want participants to manage content or control audio and video.

Type of Lync Online Meeting

Lync Meeting options let you control who gets into the meeting and what they can do once they’re there.


Choose the type of meeting that best describes your situation:

Everyone can share and modify content.

A large group where only some people are presenting, and you don’t want participants to manage content or control audio and video.

Small collaborative meeting (Lync Server)

A small collaborative meeting usually involves no more than a dozen or so people. All the meeting participants can upload, present, and modify meeting content.

Details 

Dedicated meeting space or new meeting space?

Dedicated meeting space:

  • You use the same “Join Lync Meeting” link every time.
  • Uploaded PowerPoint presentations stay there from one meeting to the next.
  • People who have the link to your dedicated meeting space can access it at any time.

New meeting space:

  • Every “Join Lync Meeting” link is unique.
  • You have more control over who gets in and what they can do once they’re there.


What can presenters do?

  • Start a sharing session.
  • Upload an attachment.
  • Mute individual people.
  • Mute everybody in the meeting.
  • Change someone’s status from presenter to attendee or from attendee to presenter.
  • Turn off IM for everybody in the meeting.
  • Block attendees from sharing video.
  • Eject someone from the meeting.

Why do I use the lobby?

People who wait in the lobby have to be admitted by a presenter before they can join the meeting. Lobby options are available only when you choose A new meeting space.

If you’re meeting with people who don’t have an account on your organization’s network, choose Anyone (no restrictions).

If you need more security, choose one of the other lobby options:

  • Only me, the meeting organizer
  • People I invite from my company
  • Anyone from my organization

Choose a scenario to see the recommended Lync Meeting options

Use your dedicated meeting space


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The default Lync Meeting options work fine when you’re scheduling a collaborative meeting with people inside your company.

IMPORTANT: You can invite external contacts, but they have to wait in the lobby until admitted by a presenter.

Meet with people outside your organization

  • Choose A new meeting space so people who don’t have an account on your organization’s network can get in without having to wait in the lobby.
  • Under Who’s a presenter, choose Anyone (no restrictions).

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Use a new meeting space

Create a new meeting space with a unique ID if you want more control over presenter and attendee privileges.

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Schedule a secure meeting

  • These are suggested settings. Choose lobby and presenter options appropriate to the level of security you need.
  • You’re automatically a presenter, so if you prefer, you can wait to give others presenter privileges once the meeting starts.
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    (Optional) Change the local call-in number

    IMPORTANT

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    Were you able to successfully schedule a small collaborative meeting?

    Large meeting or formal presentation (Lync Server)

    Lync Server meetings are limited to 250 participants by default. However, some organizations can increase that limit to 1,000 participants. Check with your workplace technical support if you’re not sure about Lync Meeting size limits.

    Details

    What can presenters do?

    • Start a sharing session.
    • Upload an attachment.
    • Mute individual people.
    • Mute everybody in the meeting.
    • Promote someone to presenter, or demote them to attendee.
    • Turn off IM for everybody in the meeting.
    • Block attendees from sharing video.
    • Eject someone from the meeting.

    Here are the recommended settings for a large meeting or formal presentation:

    • Limit the number of presenters.
    • Disable attendee audio,video, and IM, and use the Lync Q&A Manager for structured feedback.

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    (Optional) Change the local call-in number

    If you know that people will be connecting to the meeting audio by phone from another location, you can save on long-distance charges by choosing an appropriate local number.

    IMPORTANT: Your organization may not offer this option.

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    Were you able to successfully schedule a large meeting or formal presentation?

    Small collaborative meeting (Lync Online)

    A small collaborative meeting usually involves no more than a dozen or so people. All the meeting participants can upload, present, and modify meeting content.

    Details

    What can presenters do?

    • Start a sharing session.
    • Upload an attachment.
    • Mute individual people.
    • Mute everybody in the meeting.
    • Promote someone to presenter, or demote them to attendee.
    • Turn off IM for everybody in the meeting.
    • Block attendees from sharing video.
    • Eject someone from the meeting.

    How do I use lobby options?

    People who wait in the lobby have to be admitted by a presenter before they can join the meeting.

    Accept the default option—Anyone (no restrictions)—if you’re meeting with people who don’t have an account on your organization’s network.

    Use the other lobby options for varying levels of meeting security:

    • Only me, the meeting organizer
    • People I invite from my company
    • Anyone from my organization

    Choose a scenario to see the recommended Lync Meeting options

    Work with people inside my organization

    For small in-house meetings, the default options are fine. Everyone is a presenter.

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    Work with people outside my organization

    If your meeting includes people who don’t have an account on your network, change the presenter option to Anyone (no restrictions).

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    Schedule a secure meeting

    • These are suggested settings. Choose lobby and presenter options appropriate to the level of security you need.
    • You’re automatically a presenter, so if you prefer, you can wait to give others presenter privileges once the meeting starts.

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    Were you able to successfully schedule a small collaborative meeting?

    Large meeting or formal presentation (Lync Online)

    Lync Online Meetings are limited to 250 participants. Here are the recommended settings for a large meeting or formal presentation:

    • Limit the number of presenters
    • Disable attendee audio, video, and IM (see below), and use the Lync Q&A Manager for structured feedback.
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    Details

    What can presenters do?

    • Start a sharing session
    • Upload an attachment
    • Mute individual people
    • Mute everybody in the meeting
    • Promote someone to presenter, or demote them to attendee
    • Turn off IM for everybody in the meeting
    • Block attendees from sharing video
    • Eject someone from the meeting

    You’re automatically a presenter, so if you prefer, you can wait to give others presenter privileges once the meeting starts.


    Were you able to successfully schedule a large meeting or formal presentation?

    Sign in to Outlook Web App

    If you’re not able to schedule a meeting with the desktop version of Outlook, you can use Outlook Web App.

    There are several ways to find the Outlook Web App address for your organization.

    Method one: go to Outlook > File

    1. In the desktop version of Outlook, click on the File tab.
    2. Under Account and Social Network Settings, note the Outlook Web App address.

    Method two: try the Office 365 Outlook Web App address

    If your organization has Office 365:

    • Go to https://outlook.com/owa/example.com, where example.com is your organization’s domain name.

    Method three: contact your workplace technical support.

    Many organizations have a customized Outlook Web App address. If you’re not sure what it is, contact your workplace technical support—typically, the person who set up your Lync account for you.

    To create a Lync Meeting request in Outlook Web App, you must be using a browser that supports the full version of Outlook Web App.

    1. Open a browser window and go to the Outlook Web App address for your organization (details at right).
    2. Look at the upper-left corner of the page.

    Which version of Outlook Web App do you have?

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    Create a Lync Meeting request in Outlook Web App

    To create a Lync Meeting invitation in Outlook Web App:

    1. In Outlook Web App, go to Calendar > New event.
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    2. Click Online meeting.
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    Were you able to create an online meeting request?

    Complete and send a meeting request in Outlook Web App

    Fill in the meeting details, check everybody’s schedule, and then click Send.

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    Keep in mind:

    • In Outlook Web App, you can’t change the default Lync Meeting options when you’re scheduling the meeting.

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    • However, you can change presenter and lobby options before or during the meeting. For details, go back to the first step and select "Prepare for a meeting". You can also check out the guide of how to manage your meeting.

    Were you able to successfully schedule a Lync Meeting?

    Can’t schedule a Lync Meeting with Outlook Web App

    We’re sorry you weren’t able to schedule a Lync Meeting. Suggested next steps:

    • Try scheduling a meeting with Lync Web Scheduler.
    • Contact your workplace technical support—typically, the ones who set up your Lync account for you. Provide your support person with the details of your issue.

    See also:

    Upgrade your browser or use Lync Web Scheduler

    You can install a supported browser (recommended), or schedule a meeting now using Lync Web Scheduler. 


    What do you want to do?

    Install a supported browser and create Lync Meeting request

    Install a supported browser, then follow the instructions below to create a Lync Meeting request in Outlook Web App:

    1. In Outlook Web App, go to Calendar > New event.
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    2. Click Online meeting.
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    Were you able to create an online meeting request?

    Create a Lync Meeting request in Lync Web Scheduler

    To schedule a Lync Meeting with Lync Web Scheduler, you need a sign-in address and password from an organization that uses Lync Server, or that has a business subscription to Office 365.

    Details

    What can presenters do?

    • Start a sharing session.
    • Upload an attachment.
    • Mute individual people.
    • Mute everybody in the meeting.
    • Promote someone to presenter, or demote them to attendee.
    • Turn off IM for everybody in the meeting.
    • Block attendees from sharing video.
    • Eject someone from the meeting.

    How do I use lobby options?

    People who wait in the lobby have to be admitted by a presenter before they can join the meeting.

    Accept the default option—Everyone including people outside my company—if you’re meeting with people who don’t have an account on your organization’s network.

    Use the other lobby options for varying levels of meeting security:

    • Only me, the meeting organizer
    • People I invite from my company
    • Anyone from my organization

    Follow these steps:

    1. Go to https://sched.lync.com and sign in.
    2. Enter the meeting details.
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    3.  Add meeting attendees, adjust the meeting options as required, and click Save.
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    4.  Copy the information, and send it to the meeting participants.
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    Were you able to successfully schedule a meeting with Lync Web Scheduler?

    Set up and test audio

    You may have one or more audio devices, such as a desk phone, USB headphone, webcam, or your computer built-in mic and speakers. Contact your technical support if you’re not sure which device to use.

    For best results, use an audio device that is certified for Lync.

    To test your audio:

    1. In the Lync main window, click Options
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      , and click Audio Device.
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    2. Under Select the device you want to use for audio calls, pick the one you prefer.
    3. Use the sliders to adjust the speakers, microphone, and ringer. The blue indicator helps you choose the appropriate level for your mic.
    4. Click Check Call Quality to make a test call and hear how you sound.
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    If you don’t get a chance to check your audio devices before your meeting, you can still test them when you’re in a meeting or a call. Just pause on the Phone/Mic icon, click the DEVICES tab to select your audio device, and adjust your speaker.

    When you join a meeting or make a Lync call, you can use the controls to mute, unmute, pause or transfer the call. See Use audio in a Lync Meeting.


    Were you able to set up your audio device?

    Troubleshoot audio

    Choose the issue that best describes your situation:

    Audio doesn’t work with Windows 8.1

    If you’re running Lync on Windows 8.1 operating system, certain audio or video devices may not work if the device drivers aren’t installed properly. This is a known issue on Windows 8.1, and a possible workaround is to update the device drivers to the latest version.

    See Download and install drivers.

    Lync doesn’t recognize my audio device, or I got an error that says "Your speaker and microphone are not working"

    Try the following suggestions to resolve the problem. After each suggestion, check to see if your device is working before moving on to the next one.

    • If you’re on Windows 8.1, make sure your device drivers are up to date. See Download and install drivers.
    • If your audio device is connected to a USB hub, plug it directly into your computer.
    • Unplug your device, reboot and plug it back in.
    • Make sure your audio device is not disabled:
    1. Go to Start > Control panel.
    2. In Control panel, search for Sound and open it.
    3. Right click to make sure Show Disabled Devices is checked.

    4. If your audio device is disabled, right click the device and click enable.

    • Scan for hardware changes in Device manager:
    1. Go to Start > Control panel.
    2. Search for Device Manager and open it.
    3. Select your computer name, then click Actions > Scan for hardware changes. This will find new devices and install the drivers.

    • Download the most current drivers from the manufacturer’s web site and install them.

    I can't hear others

    If you can’t hear audio, check the following:

    • In the Lync Meeting, point to the Phone/Mic icon, then click the DEVICES tab. Make sure the device you want is selected, and the volume is high. Adjust the volume using the speaker icon if needed.
    • Check the speakers and volume on your computer as well. Click the sound button on the lower-right corner of your computer, and use the sliders to change the volume of the device you want.

    • If your device is connected to a USB hub, connect it directly to your computer.
    • If you have a desk phone and the handset is on the cradle, make sure your speaker phone is on.
    • If none of these suggestions solve the problem, try using a different device, or transfer the call to another phone. See Transfer a Lync call .

    People can’t hear me

    • Check to make sure you’re not muted. When you’re muted, the Phone/Mic icon in the meeting looks like  . Click the icon to unmute.
    • In the Lync Meeting, point to the Phone/Mic icon, then click the DEVICES tab. Make sure the device you’re using is selected.
    • Check the mic options in the Lync main window:
    1. In the Lync main window, go to Options > Audio device, and then choose the microphone you want.
    2. Use the slider to adjust the microphone volume. The blue indicator helps you choose the appropriate level for your mic as you speak.

    Low call quality or choppy audio

    Low audio quality might happen for different reasons. Try the following suggestions as appropriate:

    • For a quick workaround, transfer the audio to a landline or cell phone. See Transfer a Lync call .
    • If you’re using wirelesses, use a wired connection for better network quality.
    • Close any programs that you aren’t using.If your device is connected to a USB hub, connect it directly to your computer.
    • If you’re running on battery, plug your computer to a power supply.
    • Turn off your video.
    • If possible, stop sharing your screen.
    • Make sure you’re not too close to your mic.
    • If you are using a noise-canceling microphone, position it approximately one inch away from your mouth. This filters out unwanted background noise.
    • Make a test call and adjust your mic volume and position. Click the audio icon on the lower left side of the Lync main window, then click Check Call Quality.

    • Use an audio device that’s qualified for Lync.
    • Make sure your device drivers are up to date:
      For Windows 7, click here.
      For windows 8, click here.

    I hear echo or a screeching sound

    You may even get an alert: “Check your audio - others might be hearing an echo...echo...echo...


    • If using external speakers and mic, make sure your mic isn’t too close to the speakers.
    • Turn down your speaker volume to reduce the echo.
    • If you’re using your webcam’s microphone or if you are using your computer speakers, try using a different audio device such as a headset, handset, or standard microphone.
    • If you’re in a room with several people and multiple audio devices, mute your microphone and speakers, and request others in the room to mute their audio.
    • Tip – If you’re in a conference room, use the room’s audio by adding it to the meeting. Make sure everyone in the room mutes their speakers and microphones.
    1. Pause on the People icon in the meeting, then click Invite More People.

    2. Type the conference room’s phone number, and click OK. The room number is normally listed on the phone or the room information.
    3. Answer the phone when Lync calls the room.

    Did this solve your problem?

    Set up and test video

    Your computer may have a built-in camera, or you may attach one, such as a webcam. Lync automatically detects the cameras, and you can pick any of them that you prefer.

    To test your video:

    1. In the Lync main window, click Options
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      , and click Video Device on the left side of the window.
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    2. Click Camera Settings to adjust any options, such as brightness or zoom.
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    After you set up your video, see Use video in a Lync Meeting


    Were you able to set up your video device?

    Troubleshoot video
    • Make sure the camera is connected, and follow the instructions that came with the device to install it.
    • If Lync doesn’t detect a camera, or if you don’t see your video, check to see if another program on your computer is using the camera, such as Skype or another video-chatting program.
    • If you have a built-in camera, but you still don’t see your video, it might have been disabled on your computer. Contact your support team for help, or go to Device Manager to check the status of the camera.

    Did this solve your problem?

    Preload PowerPoint presentations

    It’s a good idea to upload your presentation in advance and practice with the presentation tools so you’re comfortable using them in the meeting.

    1. Sign in to your meeting.
    2. Pause on the Presentation (monitor) icon, and click PowerPoint.
    3. Find your presentation, and double-click it to upload it to the meeting.
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    4. You’ll see your presentation loading and showing on the meeting stage.
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    Were you able to upload your PowerPoint presentation?

    Set in-meeting options

    If you need to change the presenter or access settings after you’ve scheduled a meeting, you can do so by joining the meeting before it starts.

    1. Find the meeting in your calendar, double-click to open it, and click Join Lync Meeting.
    2. Click More Options on the lower-right corner of the meeting room.
    3. Click Lync Meeting Options.
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    4. Change the options you want. Learn more.
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    Were you able to set the meeting options you wanted?

    Start an impromptu Lync Meeting (success)

    Congratulations, you’ve successfully started an impromptu Lync Meeting.

    See also:

    Schedule a meeting (success)

    Congratulations, you’ve successfully scheduled a Lync Meeting!

    See also:

    Not able to schedule a Lync Meeting

    We’re sorry you weren’t able to schedule your Lync Meeting. Suggested next steps:

    • Try using a different computer or device to schedule the meeting.
    • Contact your workplace technical support—typically, the ones who set up your Lync account for you.

    See also:

    Done preparing for a meeting

    Congratulations, you’ve finished preparing for your Lync Meeting.

    See also:

    Not able to complete preparing for a meeting

    We’re sorry you weren’t able complete the preparations for your Lync Meeting. Suggested next steps:

    • If you’re having audio or video issues, try using a different device, preferably one that has been certified for Lync.
    • Contact your workplace technical support—typically, the ones who set up your Lync account for you.

    See also:

    Troubleshooting the Lync Meeting Add-in

    If Lync is installed on your computer, and you don’t see the New Lync Meeting button in the Calendar ribbon, follow these steps to try and resolve the issue:

    1. In Outlook, go to File > Options > Add-ins > Manage COM Add-ins.
    2. In the list of add-ins, check Lync Meeting Add-in if it isn’t already selected. 
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    3. Select OK.

    IMPORTANT: If you can’t enable the add-in, you may not have permission to do so.


    Were you able to activate the Lync Meeting Add-in?

    Repair your Office installation

    f you’re having trouble activating the Lync Meeting Add-in, try repairing your Office installation.

    1. Close Outlook and go to Control Panel > Programs and Features.
    2. Find the entry for Microsoft Office, right-click it, and choose Repair.
    3. Follow the on-screen prompts.
    4. When the repair is finished, open Outlook, go to the Calendar, and look for the New Lync Meeting button on the ribbon.
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    Did this solve your problem?

    Lync Meeting Add-in not installed

    We’re sorry you couldn’t install the add-in. Suggested next steps:

    • Try scheduling a meeting with Outlook Web App.
    • Contact your workplace technical support—typically, the ones who set up your Lync account for you.
    Propriedades

    ID do Artigo: 10050 - Última Revisão: 19/04/2016 - Revisão: 63

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