Mastering Lync Meetings

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1 Mastering Lync Meetings cd_mastering_lync_meetings_v2 1 8/25/2014

2 Course Title Contents Overview of scheduled Online Lync meetings... 3 General Best Practices... 3 Scheduling the meeting... 4 Recurring meetings - what to keep in mind... 4 Scheduling on behalf of someone... 4 Change meeting access and presenter options... 5 Getting set up for the meeting... 7 Set up presentation content... 7 Create Lync group... 7 Running your meeting in a conference room... 7 Starting the meeting At the beginning of the meeting, remind participants of best practices: Conducting the meeting Recording Participant controls Presenting Content Share your desktop or program in Lync Sharing videos during a meeting Present PowerPoint slides in a Lync Meeting Whiteboard Poll Q & A (question and answer) How to start the Q&A Manager: Ending the meeting After the meeting Play and share a recording Other notes cd_mastering_lync_meetings_v2 2 8/25/2014

3 Overview of scheduled Online Lync meetings With online Lync meetings, you can: Invite up to 250 people Invite both attendees who have Lync and those who don t Include multiple presenters Share content and give over control Record audio and visual content General Best Practices Attendees: Use a wired internet connection. Use a recommended audio device. A list of recommended devices is available at technology.ku.edu/lync/recommended-lync-devices. Mute your audio unless you are speaking. If you are joining a meeting alongside other attendees sitting in the same room, use only one computer to log on to the meeting to prevent audio feedback. Try to join the meeting in advance, either the morning of or fifteen minutes before it starts. This will give you time to download and install the small plug-in file before the meeting starts. Here are directions to join the meeting: https://technology.ku.edu/joining-lync-meeting. Presenters: Set up and test your audio devices before starting. Join your meeting early to upload your content. Include as much detail in the meeting agenda as possible. If it is your group's first time using Lync, consider scheduling a pre-meet to make sure everyone can get logged in. Set your screen display to 1024 x 768 pixels for the best viewing experience (800 x 600 portrait for tablet PCs). Mute participants who cause a poor audio experience. Enlist the help of an assistant for larger meetings. cd_mastering_lync_meetings_v2 3 8/25/2014

4 Scheduling the meeting Scheduling an online Lync meeting is very similar to scheduling a regular meeting. You must use the full Outlook desktop software and be signed in to Lync when you schedule the meeting. To create an online meeting or conference call request: 1. Open Microsoft Outlook and select Calendar. 2. In the Calendar view, on the Home tab, click New Lync Meeting. In Outlook 2010, select New Online Meeting. Or, create a new meeting and select Lync Meeting in the Meeting tab. 3. An automatically generated footer will appear with a hyperlink to the online meeting and a phone number and conference ID to join by phone. NOTE: Do not modify any of the existing text in the meeting request. Doing so may prevent people from joining the meeting. 4. In the meeting request, in the To box, type the addresses of the people you want to invite to the meeting, separated by semicolons. By default, Lync will include assume all attendees are presenters. To change this, see Change meeting access and presenter options. BEST PRACTICE: Add individual addresses when possible. If you are using a distribution list or an Outlook group, expand the group. If you invite individuals, you can later specify individuals as presenters in the advanced meeting options. 5. (Optional) In the meeting request, 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. In the meeting request, in the Subject box, type a subject for the meeting. 7. By default, the location will appear as Lync Meeting. If you are also holding an in-person meeting at the same time, add the room and reserve it as you normally would. 8. (Optional) In the body of the meeting request, above dotted line, type additional meeting details. 9. Include instructions for others to join: https://technology.ku.edu/joining-lync-meeting. Those using the Lync Web App for the first time will need to download a small plug-in file to be able to share video and audio. Your attendees can join the meeting ahead of time and install the plug-in file. Recurring meetings - what to keep in mind If you are using the default meeting options, you will reuse the same meeting space. Which means you could see some materials from meetings held in the past 15 days. Scheduling on behalf of someone At this time, you can t schedule a Lync meeting on behalf of someone like you do a normal meeting, but there is a work around. 1. Have the person create a Lync meeting in Outlook and invite you. 2. Copy the meeting join information in the footer. 3. Create future Lync meetings by creating a new meeting request and pasting the meeting join information from the previous meeting into the invitation. cd_mastering_lync_meetings_v2 4 8/25/2014

5 4. Complete and send the meeting request as you normally do Change meeting access and presenter options By default, Lync will reuse the same meeting space for all of your meetings and make all invitees presenters. Presenters can display content and take over the presentation. They can also join the meeting directly and will not have to wait in a virtual lobby. For a small and casual meeting with people inside your company, use the meeting default options and skip changing the settings. For larger audiences (more than people), meetings when you re presenting confidential information, or external customers, you will want to change the settings in Meeting Options to create a new meeting space and control permissions. This creates a more private meeting space and lets you control participation. To change meeting access and presenter options: 1. In the Lync online meeting request, in the Online Meeting group, click Meeting Options. 2. To change the meeting options, select A new meeting space (I control permissions). TIP: If you want to always use this option, click Remember Settings at the bottom of the window, so that all your future meetings automatically have a new ID and the permissions you select. 3. You will now be able to specify advanced options for the meeting. Accept or change the default options as required. Then, select OK or Remember Settings if you d like to save as your default settings. Virtual Lobby: By default, anyone joining as an attendee will automatically wait in a virtual lobby until admitted to the meeting by a presenter. Presenters and attendees who call in by phone will bypass the virtual lobby and join the meeting. You can specify people who don t have to wait in the virtual lobby by using the drop-down menu. cd_mastering_lync_meetings_v2 5 8/25/2014

6 WHO GETS IN DIRECTLY? WHAT HAPPENS RECOMMENDED WHEN Only me, the meeting organizer You are the only one who gets into the meeting directly. Everyone else has to wait until admitted. You have a high security meeting and confidential information. People I invite from my company Anyone from my organization Anyone (no restrictions) Only people who were invited join the meeting directly. Everyone else has to wait until admitted. Anyone from your company can get in to the meeting directly, even if not invited. Anyone who has access to the meeting link gets in to the meeting directly. You re discussing confidential information, and want to only allow specific people to join. You don t have external participants and you are not discussing confidential information. You re inviting outside participants and you re not discussing confidential information. Announce when people enter or leave: This option makes it so that everyone can hear the names of people joining or exiting. We highly recommend to leave this option unchecked. In medium to large meetings, it can be incredibly distracting to get the automatic entry and exit announcement. Who s a presenter? Here you can choose who gets to be a presenter in your meeting. Remember that all presenters have full control over the meeting, and can share content, record the meeting (except when using Lync Basic, which doesn t support recording), change the meeting options, mute people, and other meeting tasks. 1. Using the drop-down menu under Who s a presenter, select People I choose. 2. Click the Choose presenters button. 3. You will see a list of everyone on the invite under attendees. Select those individuals that you would like to be presenters and move them to the Presenters column by clicking on Add >>. WHO S A PRESENTER? WHAT HAPPENS RECOMMENDED WHEN... Only me, the meeting organizer Only you as the meeting organizer will have presenter permissions. Use when the participants don t have to interact with the meeting content. You can designate additional presenters during the meeting if you change your mind. Anyone from my organization Anyone from your company will be a presenter. Suitable for causal meetings with your teammates, where all participants can share and modify content. Anyone (no restrictions) Everyone you invite will be a presenter. Use when you have external participants and want them to present. People I choose You and the people you choose. Pick this option when you want specific people to be presenters. Options for limiting participation: If you are setting up a large event or want to eliminate interruption, you can mute all attendees, disable meeting IM or prevent them from using their webcam, by checking the boxes below: Disable IM You may want to disable Instant Messaging and instead use a Question & Answer session in the meeting, which allows for a more guided dialogue. cd_mastering_lync_meetings_v2 6 8/25/2014

7 Mute all attendees Block attendees video These settings apply only to attendees. Presenters can always share audio and video in the meeting. For more information, see Microsoft s Web page: Getting set up for the meeting Set up presentation content You can log in well in advance of the meeting and upload or create any content you d like to share in the meeting. For example, if you know that you d like to conduct a poll in the meeting. You can join the meeting the morning before the meeting and set up the poll. If you plan to share a program during the meeting, you will want to launch the program before the meeting begins. To find presentation materials during the meeting: 1. Within the meeting, hover over the monitor icon and select Manage Presentation Content. 2. You will see a list of all presentable content and can start or stop presenting or remove content. Create Lync group It can be helpful to create a contact group within Lync with all of the attendees before the meeting. This will allow you to instant message everyone at once if something should come up before the meeting. If someone should accidentally leave the meeting, you can quickly drag and drop them from your contacts list to the meeting window to add them back in. Note: At this time you can only add contacts from KU or organizations who have chosen Open Federation within Lync. For more information, see Contacts & Groups at technology.ku.edu/lync Running your meeting in a conference room It s a good idea to give yourself time to get the room ready before your meeting starts, to make sure Lync is set up to work with the room audio and video devices. cd_mastering_lync_meetings_v2 7 8/25/2014

8 If multiple people are in the same conference room, only one computer should log on to the meeting to prevent audio feedback unless multiple presenters will be sharing content. If additional computers must log on, the should choose Don t join audio when initiating the meeting. In addition, if you have a speaker presenting at a podium, and moderators assisting with the meeting, you will want to make sure that the person who is signed at the podium is unmuted and the audio devices set up. To project a Lync meeting: 1. If you re using the room projector, connect the cable to your computer and select the appropriate display. Press the Windows key + P to start the display. You can choose one of the following options: Duplicate - shows your desktop on both your computer monitor and the room projector. TIP: Microsoft recommends selecting Duplicate so you can see the meeting both on your monitor and the room display. Extend - extends your desktop from your computer monitor and the room projector. Projector only - shows your desktop only on the room projector. 2. Set your screen display to 1024 x 768 pixels for the best viewing experience (800 x 600 portrait for tablet PCs). Right-click on your desktop and left click on Screen Resolution. Click the drop-down menu by Resolution. cd_mastering_lync_meetings_v2 8 8/25/2014

9 Click and drag the slider to 1024 x 768. Note: The resolution might not appear until you drag over it. Select and test your audio device: Before using Lync with your meeting, select your audio device and check the quality. You can use your computer s mic and speakers or plug in a headset. Lync-certified devices work best, but it is possible that other devices will work. 1. Connect to the conference speaker and/or microphone devices. 2. Launch Lync. You may need to go to the Start Menu > All Programs > Microsoft Office 2013 > Lync Click Select Primary Device using the drop-down menu in the lower-left corner of the Lync interface, then click Audio Device Settings. 4. Pick your device from the Audio Device menu, and adjust the speaker and microphone volume, as needed. 5. Select Check Call Quality to record a message and hear it played back. cd_mastering_lync_meetings_v2 9 8/25/2014

10 6. Once you are satisfied with the audio quality, click OK. To prepare to record the meeting: Remember to plug your laptop into a power source. Starting the meeting With Lync, starting a meeting is the same as joining the meeting. Note: At this time, you cannot start a meeting by using the call-in number and conference ID. How to start or join a meeting: Online instructions are located at technology.ku.edu/joining-lync-meeting. Include these directions in your meeting invite. 1. If you are from KU and have Lync software on a PC: The meeting will launch in your desktop software after you do one of the following: i. Click on Join Lync Meeting in the Outlook meeting request. ii. From the Microsoft reminder pop up, click Join Now. iii. From the Lync Calendar view, double-click the Lync meeting. (It will appear in blue). Use the default settings for audio and voice whenever possible. 2. If you are from KU and don t have Lync software or use the Mac version of Lync: You will need to locate and click on the Join Lync Meeting URL in the meeting invite. The meeting will launch in your default web browser and open the Lync Web App. i. Log in by typing your Online ID as home\kuonlineid followed by your online password. ii. If you have the desktop version of Lync for Mac, you have a second option, however we recommend that you use the Lync Web App. You can scroll to the bottom of the screen and select Sign in with Lync for Mac. Use the default settings whenever possible. 3. If you are not from KU, but have Lync on your computer: Most likely, you will need to use the Lync Web App to join the meeting even if you have Lync software and access at your organization. The exception: KU is now part of Open Federation within Lync, which means that if you are a member of another organization that has Open Federation, you will be able to use your Lync software to join the meeting. To join the meeting with the Lync Web App: i. Locate the Join Lync Meeting URL in the meeting invite. ii. Right-click on Join Lync Meeting and click Copy Hyperlink. iii. Paste the meeting link into a browser address box, and add?sl=1 at the end. For example:https://join.contoso.com/meet/patrick/abcdefgh?sl=1 iv. Press Enter to join the meeting with Lync Web App. 4. If you are not from KU and do not have Lync software: You will need to locate and click on the Join Lync Meeting URL in the meeting invite. The meeting will launch in your default web browser and open the Lync Web App. i. Log in as a guest. ii. Download and install the plug-in file. This requires administrator access and allows you to share your voice and video. cd_mastering_lync_meetings_v2 10 8/25/2014

11 How to admit attendees from the virtual lobby: By default, attendees joining the meeting through the Lync Web App, who sign in as a guest will wait in a virtual lobby until a presenter admits them. Note: Presenters and attendees who call in will bypass the virtual lobby and directly join the meeting. 1. When attendees are waiting in the virtual lobby, a yellow bar will appear in the meeting window. 2. Click on either Admit to admit all attendees waiting in the lobby or See Lobby to admit individual attendees. At the beginning of the meeting, remind participants of best practices: 1. Use an Ethernet connection whenever possible. If you are experiencing audio or visual issues, you may need to switch to a wired internet connection, close the meeting, and then rejoin the meeting. 2. Use a recommended Lync audio device. 3. Mute your audio unless you are speaking. Remind the audience on how to mute and unmute themselves. 4. If you are joining a meeting alongside other attendees in the same room, use only one computer to log on to the meeting to prevent audio feedback. Conducting the meeting Recording When you record a Lync Meeting, you capture 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. How to record your meeting: 1. Click the ellipses icon in the lower right corner of the meeting, then Start Recording. Note: If the recording option is dimmed, your audio might not be connected. Click the mic/phone icon to connect audio, then try again. 1. Use the controls at the bottom of the meeting to pause, resume, or stop the recording. 2. To see who else is recording, hover over the red recording button. cd_mastering_lync_meetings_v2 11 8/25/2014

12 3. When you re done, click the ellipses icon and then choose Stop Recording. Or, select the stop button. 4. 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 processed. Best practices for recording a meeting: 1. Notify meeting attendees when you are recording and if you plan to distribute to others. 2. Make sure you are plugged in to a power source. 3. Once you are finished recording, use a service such as KU s Media Hub, mediahub.ku.edu, to upload and share your media. See After the Meeting for more information. Participant controls On the people menu, you see a list of the participants and can access a contact card with a right-click on the names. If you re a presenter, you ll have access to other controls, such as muting the audience or inviting more people. How to view and change participant rights: 1. Pause on the people icon to manage participants individually or as a group: To add additional participants, click the Attendees icon and choose Invite More People, and find or select the people you want to invite. Note: This only works for KU contacts or members of organizations that have chosen Open Federation. See How to invite others to the meeting on the fly. To mute, unmute, make presenter/attendee, or remove from the meeting, on the Participants tab, right-click a person s name and use the options. 2. To control the rights for multiple attendees at once, click the Attendees icon and then the Actions tab. cd_mastering_lync_meetings_v2 12 8/25/2014

13 Select an option: Mute Audience to eliminate background noise. No Meeting IM to disable instant messaging (IM) during the meeting. No Attendees Video to block attendees from starting video. Hide Names to hide the names on the pictures. Everyone an Attendee to reduce the number of presenters if you have too many. Invite by to send invitations to additional people. How to invite others to the meeting on the fly: The best way to invite others to a meeting on the fly is to send them the meeting join information. You can do this by: Forwarding the original meeting request to the individual. Or, Within the Lync meeting, select the ellipses icon > Meeting Entry Info > Copy All Info. You can now paste that information into an or instant message and send it to a new participant. Presenting Content Microsoft Lync meetings allow for a variety of presentation and collaboration options. When you begin presenting, your Lync status will automatically change to Do Not Disturb, which will block instant messages or calls for the duration of the presentation. Keep in mind that you need to be a presenter in Lync to share content. If the option is grayed out, ask one of the presenters to give you presenter access. Note: Presentable content is not able to be viewed by attendees using the Lync Mobile App. Mac users will not be able to see whiteboards, polling, and Q&A unless they are joining through the Lync Web App. How to present in a meeting: 1. Hover over the monitor (presentation) icon in the lower left corner of the meeting window. 2. Select one of the presentation options. 3. When you begin presenting, you will notice a Presenter s toolbar appearing at the top of your monitor. How to view presentable content: After you create or upload content for sharing, Lync adds it to the Presentable Content list. Uploaded content will stay with the meeting for 15 days. Keep in mind that if you use the default meeting options, you will see materials from meetings held in the past 15 days. 1. Once you upload or share content, you will see the items listed by hovering over the monitor (presentation) icon and choosing Manage Presentable Content. cd_mastering_lync_meetings_v2 13 8/25/2014

14 2. As you share more content, you can use this list to indicate what content you want to share at any time by tapping or clicking the button and selecting from the options that appear. Share your desktop or program in Lync Share your desktop whenever you plan to switch between different programs. Important: When sharing your desktop, everyone in the meeting can see your programs, files, and notifications. If you have confidential information or files that you don t want people to see, close them or use program sharing instead. Share a program when you need to present specific programs or files and don t want people to see anything else on your computer. How to share your desktop or a program: 1. At the bottom of the conversation window, hover over the monitor (presentation) icon. 2. On the Present tab, do one of the following: To share the content on your desktop, click Desktop. To share one or more programs or files, click Program, and then select the specific program(s) or file(s). Note: If you do not see the program you d like to share, click cancel and launch the program and/or file. Then, go back to the monitor (presentation) icon and click Program. You will now see the program appear. 3. On the sharing toolbar, on top of the screen, use any of these options: Click Stop Presenting when you are done sharing your screen or program. Click Give Control to share control of your desktop or program with the participants. For details, see Give and take control of a sharing session. Click the blue pin to hide the toolbar and have more space. To un-hide the toolbar, move your mouse to the top of the screen. When the sharing toolbar appears, use any of the controls you need or click the pin again to keep the toolbar visible. If you want a meeting attendee to share their screen, give them presenter access, so they can use the controls. If they don t use Lync, they can still use Lync Web App to present. How to share primary, secondary or all monitors: If you have more than one monitor, they all display on the Present tab, and you can choose which one to share. When you share All Monitors, the sharing toolbar opens on your primary monitor. How to give and take control of a sharing session: If you want another meeting participant to change a file, help you present, or demonstrate something, you can grant control to that person even if they are using the Lync Web App. You will both be in control of the sharing, and you can take back control anytime. Note: You can only give control to one person at a time. 4. On the sharing toolbar, click Give Control. 5. Select the name of the person you want to give control to. Lync sends a notification to that person to let them know you re sharing control. 6. To take control back, click Give Control again, and then click Take Back Control. TIP: You can allow people to automatically take control of your sharing session at any time, by clicking Give Control Automatically on the sharing toolbar. We recommend you choose this option only in small and casual meetings. To take back automatic permission, click Give Control, and clear the Give Control Automatically check box. cd_mastering_lync_meetings_v2 14 8/25/2014

15 Sharing videos during a meeting If you d like to share a video during a meeting, it s best not to play or stream the video using the share desktop or program option. Instead, send the URL through instant messaging and give the participants time to go watch the video and meet back in the meeting space. Present PowerPoint slides in a Lync Meeting Presenting PowerPoint slides is an effective way to get your ideas across, and make your presentation memorable by focusing on bulleted items and avoiding too many details. 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. Best Practice: It s a good idea to log in and upload your PowerPoint before the meeting. Large PowerPoint presentations can take several minutes to upload. Restrict your presentations to 15 slides when possible. How to upload your PowerPoint presentation: 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. Join the meeting. You can do this in advance of the meeting. 2. Hover over the monitor (presentation) icon, and click PowerPoint. 3. Locate your PowerPoint file and double-click it to upload in the meeting. How to share a PowerPoint: 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. If a slide contains a video, pause on the slide to unhide the video controls, such as Play, Pause or Stop. The audio plays for participants who used computer audio when joining. 4. Any animations in the slides play just like they do outside the Lync Meeting. 5. Press F5 on your keyboard to go to full-screen view, and Esc to go back to normal view. 6. Click the Annotations button on the right side of the slide to unhide the tools and draw, stamp, highlight, and so on. How to use the Annotation tools: By using the annotation tools you can visually focus on various points in your presentation or brainstorm with the participants. Annotating a presentation doesn t change the actual file. However, you can save a new copy with the annotations if you want. 1. Click the Annotations tool set icon on the upper-right side of the PowerPoint slide to unhide the tools. Screenshot of annotations button Pointer tool: a virtual laser pointer. Drag the pointer across the slide. Select and Type: selects an area where you can type, change font, color, and size. Pen: draws freehand. Highlighter: highlights a specific area of the current slide. Eraser: removes specific annotation that you chose. Stamp: inserts a stamp on the displayed slide: Arrow, Check, or X. Shape: draws shapes such as lines, arrows, squares. Insert Picture: inserts an image on the slide from your computer. cd_mastering_lync_meetings_v2 15 8/25/2014

16 Delete Selected Annotation: removes the annotations that you ve selected. More Options: provides options to select the annotation, undo, redo, copy, cut, paste, paste as image, Save as, and Send to One Note. How to select who can download your presentation: To keep the focus on what you re presenting and avoid distractions, you can restrict access to download your presentation. Then at the end of the meeting, you can change the options to let people download the slides to view later. 1. After you ve uploaded the presentation in the meeting, pause on the monitor (presentation) icon, and click Manage Presentable Content. 2. Click the Permissions menu and choose an option: Organizer: Only the person who scheduled the meeting can download the presentation. Presenters: Any of the presenters in the meeting can download the presentation. Everyone: Anyone in the meeting can download the presentation to their computers. How to download the presentation: The participants, who have permission to download the presentation, can save the file on their computer. 1. Pause over the monitor (presentation) icon. 2. Click Manage Presentable Content. 3. Click More, and then Save As, or Save with Annotations. How to select who can view your presentation privately: If you don t want attendees looking ahead in the presentation, you can lock them to your view. Be aware that other presenters can still look ahead in the presentation. 1. In the meeting room, click More Options and Lync Meeting Options. 2. Choose the permissions on annotations and view options: Who can annotate PowerPoint presentations Who can look at content on their own Use this option when you want your participants to be able to look at the presentation on their own, without interrupting your meeting. This is also a good option for other presenters who might want to skip ahead to a slide they re about to present. How to 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. 1. 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. 2. To go back to the current view, click Return to Presenter s View to synchronize your view with the active presenter. How to return or take over as presenter: 1. To present, click Take Over as Presenter to take control of the presentation. Be aware that the meeting automatically switches to your view. 2. When you have finished your presentation, click Stop Presenting. cd_mastering_lync_meetings_v2 16 8/25/2014

17 Whiteboard A Whiteboard is a blank page that you can use to work together with other meeting participants by being able to type notes, draw, or import images. When your meeting is over, you can save the Whiteboard as a.png with the data from the participants collaboration. Best Practice: Whiteboards are a great way to comment or collaborate on something that is visual. How to open a new Whiteboard: 3. Hover over the monitor (presentation) icon, and then click Whiteboard under the Present tab. 4. A blank Whiteboard opens on the meeting stage on everyone s screen. 5. The annotation tool set opens automatically on the right side of the Whiteboard. 6. 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 monitor (presentation) icon and click Manage Presentable Content, to access the Whiteboard again. How to use the annotation tools: Use the tools along the side of the Whiteboard to visually focus on the page or brainstorm with the participants. Many people can work on the Whiteboard at the same time, but each tool can be used only by one person at a time. Laser Pointer: a virtual laser pointer. Click and drag the pointer across the page. A blue circle appears in the meeting indicating your name. Select and Type: selects an area to type. You can change font, size, and color by clicking the arrow next to the Select and Type to open the menu. Pen: draws freehand. Click and start writing or drawing in black, or click the down arrow next to the button, and then select another color. Highlighter: highlights a specific area of the current slide. Eraser: removes specific annotation you choose. Stamp: inserts a stamp on the page: Arrow, Check, or X. Choose an option from the menu, then click on the Whiteboard to stamp. Shape: draws shapes such as lines, arrows and squares. Click the down arrow next to the button to select another shape or color. Insert Picture: inserts an image on the slide from your computer. Delete Selected Annotation: removes the annotations that you ve selected. More options: provides options to select the annotation, undo, redo, copy, cut, paste, paste as image, Save as, and Send to One Note. How to move or delete drawings: You can select, then move or delete any of the drawings on the Whiteboard. 1. To move objects: Click the Select and Type button, and then click one or multiple drawings that you want to move. A selection rectangle appears around the selected object(s). Drag the rectangle to a new position. Note: For typed text, point to the bar at the top of the text box before you begin dragging it. 2. To delete an object: Click the Select and Type button, and then select the drawing that you want to delete. Press Delete on your keyboard. cd_mastering_lync_meetings_v2 17 8/25/2014

18 How to view who added or changed content: 1. 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 drawing to see Created by and Last modified by information. For text, point at the text, and then hold the mouse over the solid rectangle that appears above the text when you point at it. How to manage your Whiteboard: 2. Pause on the presentation (monitor) icon, and then click Manage Presentable Content. 3. Click the Permissions menu and choose who can download the Whiteboard to their computer: Organizer Only: the person who scheduled the meeting can download. Presenters: Any of the presenters in the meeting can download. Everyone: Anyone in the meeting can download. 4. Click the More menu and choose an option: Save As, Send to OneNote, or Rename. Poll Polling is a great way to get people involved and interacting in your meeting, and find out what they think about the ideas you re sharing in real time. You can hide results from attendees, however presenters will always see the results. Also, if you are projecting, attendees in the room will see the results. You can save the results of the poll as a.png. 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. 4. The poll page opens in the meeting and results are shown to everyone as the participants select an option. 5. Click Poll Actions to manage the poll, such as open, close, edit, show, or hide results. 6. When you re done, click Stop Presenting at the top of the meeting room. 7. To delete a Poll page, hover over the presentation, (monitor) icon, click Manage Presentable Content and then click Remove. Q & A (question and answer) Lync Q&A Manager (question and answer) provides a structured environment for answering questions during a meeting. This feature is especially helpful in large meetings where anyone can ask a question but only a presenter can answer them, while someone else is presenting meeting content. Keep in mind that attendees can ask questions, but only presenters can answer. Also, when you begin a Q&A session, instant messaging (IM) is suspended. How to start the Q&A Manager: Any of the presenters in a meeting can start the Q&A Manager and reply to questions. If you are attending a meeting see Use the Q&A Manager as a participant. 1. In your Lync Meeting, point to the presentation (monitor) icon, then click Q&A. If there are no other content presented, the content stage opens and displays the Q&A manager for all participants. If other content is active, the Q&A tab displays as a new tab next to the Presentation tab. The Meeting IM is automatically turned off until you stop the Q&A Manager. cd_mastering_lync_meetings_v2 18 8/25/2014

19 2. When a question is submitted, any of the presenters can click Answer and type a reply. Then press Enter on the keyboard to post the answer. If you re presenting content when a question is submitted, you ll see a notification about the new question. You can click the Q&A tab at any time to answer the question, and then go back to Presentation tab to continue your presentation. 3. If you start typing an answer and change your mind, click Cancel to answer later, or for another presenter to pick up the question. 4. Click the Unanswered tab to filter for the questions that haven t been answered yet. 5. At the end of the session, click Stop Q&A. When Lync asks if you want to enable IM, click Allow All Meeting IM, or click X on the notification if you want to keep the IM off. 6. If you want a record of the Q&A session, click Save As, type a name and save the file on your computer. Q&A is saved in Notepad and contains the questions, answers, time stamps and the names of attendees and presenters who participated. How to use the Q&A Manager as a participant: When the Q&A session is shared by a presenter, all the meeting attendees can view and ask questions. Keep in mind that you can switch between the Q&A and Presentation tabs at any time during the meeting. Ending the meeting 1. Type a question in the Ask a question box. 2. When the question is answered, you ll see the response below your question. 3. If you only want to see your questions, click the My Questions tab. 4. To have a local copy of the questions and Answers, click Save as, and select a location on your computer. How to end a meeting: If you just want to exit the meeting and let others stay connected, simply close the meeting window. To remove everyone from the meeting, click the ellipses icon and then click End Meeting. Click OK on the prompt to continue. This closes the window and disconnects everyone from the meeting, including those participants who called in. After the meeting Play and share a recording Once your meeting is over, any recordings will need to process on your machine. This can take several minutes depending on the length of your video. When your recording has been processed, you can access it to play or send to others. Lync displays a message when the recording is ready. You can click the alert to open Recording cd_mastering_lync_meetings_v2 19 8/25/2014

20 Manager, or if you miss that, click Tools on the Lync main window, then Recording Manager. TIP: Recordings are saved in the Videos/Lync Recordings folder on your computer. To play your recording: 1. In the Recording Manager window, click your recording to highlight it, then click Play on the right side of the window. You can also rename or delete your recording here. To share your recording: You will need to first upload the recording to a media hosting service, such as KU s Media Hub. From there, you will get a URL to share with others or embed on a Web page. 1. Log in to your media hosting service. To use KU s Media Hub, go to mediahub.ku.edu and log in with your KU Online ID and password. 2. Click on Media Upload in the left navigation. 3. Click on + Choose a file to upload. 4. Locate the recording by going to your Videos Folder. On a PC, go to Libraries, Videos, and then Lync Recordings. 5. Select the recording and click on Open. 6. The recording will first upload. When it has finished, you will see a message saying, Finished uploading! Click on Go to media page. 7. Depending on the size of your video file, it may take a few seconds to several minutes to process. Once it has finished, you will see a preview of the video. Click on Share to locate the URL or the code to embed it on a Web page. Other notes For advanced Lync users, there is a work around allowing you to start an impromptu meeting and invite others. This can be a great way to practice using the features within a meeting. How to launch an impromptu meeting: 1. Launch Lync. 2. Select the black drop-down arrow by the gear icon and select Meet Now. 3. Use the default audio options and click OK. You have now started a meeting, and you are the only attendee. How to invite others: 1. Within the Lync meeting, select More Options and then select Meeting Entry Info. 2. Click Copy All Info. cd_mastering_lync_meetings_v2 20 8/25/2014

21 3. You can now paste that information into an or instant message and send it to a new participant. cd_mastering_lync_meetings_v2 21 8/25/2014

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