Lync Online Meeting & Conference Call Guide

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1 Lync Online Meeting & Conference Call Guide Alteva Hosted Lync Version:00 QUICK LINKS Schedule an Online Meeting Change Meeting Access and Presenter Options Join from a Computer with Lync Installed Join from a Computer without Lync Installed Lync Web App Join a Meeting or Conference Call by Phone Set my dial-in conferencing PIN Manage a Conference Call with DTMF Conduct a Meeting as a Presenter Set up Audio and Video Collaborate on a Whiteboard Conduct a Poll Share your Desktop and Programs Present PowerPoint Slides Start an Unscheduled Meeting or Conference Call Change your password or PIN, or get your conference ID & dial-in numbers: https://cortex.completuc.com/ https://lync.completeuc.com/dialin 401 Market St, 1 st Fl. Philadelphia, PA

2 Lync Online Meeting & Conference Call Guide Alteva Hosted Lync Version:00 Table of Contents QUICK LINKS... 1 SCHEDULE AN ONLINE MEETING... 4 CHANGE MEETING ACCESS AND PRESENTER OPTIONS... 5 Set Access and Presenter options 5 Set Phone options 8 JOIN FROM A COMPUTER WITH LYNC INSTALLED... 9 Configure meeting audio 9 Set the audio choice you want to use every time 9 Configure Lync to prompt you for an audio source 9 Join a scheduled meeting or conference call 9 Join an unscheduled meeting 10 JOIN FROM A COMPUTER WITHOUT LYNC INSTALLED Lync Web App 13 Join the meeting 13 Get audio 14 View information about the other participants 15 Send an instant message 15 Save a file that another participant has distributed 15 Distribute a file 16 Share your screen with others 16 Share your desktop 16 Share a program 17 Give a PowerPoint presentation 17 Open a whiteboard 17 Conduct a poll 17 JOIN A MEETING OR CONFERENCE CALL BY PHONE Set my dial-in conferencing PIN 19 Join as a participant 21 Join the conference call as a participant 21 Mute your line or hear a list of participants 21 Join as the conference call leader 22 Manage the meeting with DTMF commands 22 CONDUCT A MEETING AS A PRESENTER What do you want to do? 23 Manage participants 23 Work with meeting content 27 Modify content permissions 31 End or exit the meeting 33 CHANGE MEETING OPTIONS DURING THE MEETING Open the meeting options page during the meeting 33 Set private viewing and annotation privileges 34 SET UP AUDIO AND VIDEO Set up audio and video devices before the meeting 35 COLLABORATE ON A WHITEBOARD Open a new whiteboard 36 Add content 37 Move content Market St, 1 st Fl. Philadelphia, PA

3 Change the color of text 38 Undo and redo your work 39 Point to content to show what you re referring to 39 Delete content 40 Rename the whiteboard 40 Save the whiteboard 40 Temporarily close the whiteboard 41 Privately view a closed whiteboard 41 Permanently delete a whiteboard 42 CONDUCT A POLL Create a poll 43 Show or hide a poll 44 Close a poll 45 Remove a poll from the sharing stage 45 Edit the contents of a poll 45 Save poll results 46 Delete a poll 47 SHARE YOUR DESKTOP AND PROGRAMS Share your desktop 48 Choose an open program to share 50 Stop sharing your desktop, monitor, or program 50 Give control to others 50 Take back control at any time 51 Stop people from being able to share in a Meeting 51 Request control 51 PRESENT POWERPOINT SLIDES Upload your PowerPoint presentation 52 Annotate a PowerPoint presentation 52 Select who can view your presentation privately 53 View privately or Take Over as Presenter 53 START AN UNSCHEDULED MEETING OR CONFERENCE CALL Notes on Unscheduled Meetings and Conference Calls 57 Unscheduled Meetings 57 Start a Lync Conference Call 58 Add one or more contacts to a call 58 SUPPORTED PLATFORMS FOR LYNC WEB APP CHANGE HISTORY Alteva Hosted Lync 3

4 SCHEDULE AN ONLINE MEETING Schedule an online meeting or conference call by using the Lync Meeting Add-in for Microsoft Lync 2013 Outlook add-in or by selecting contacts in Microsoft Lync. Note: The Lync Meeting Add-in for Lync is automatically installed when Lync is installed. The Lync Meeting Add-in for Lync 2013 is supported with Microsoft Office 2013 suites, Office 2010, and the Microsoft Office 2007 suites. Important: Lync supports both online meetings and conference calls. One meeting request is used for both purposes. To create an online meeting or conference call meeting request, follow these steps: 1. Do one of the following: In the Outlook Calendar ribbon, click New Lync Meeting. In the Lync main window, in your Contacts list, hold down the Ctrl key and click the contacts you want to invite, right click one of the selected contacts, and then click Schedule a Meeting. In the meeting request, click Lync Meeting. 2. In the meeting request, in the To box, type the address of each person you want to invite, separated by semicolons. 3. In the Subject box, type a subject for the meeting. Alteva Hosted Lync 4

5 4. (Optional) In the body of the meeting request, above the Join Online Meeting link, type additional meeting details. Note Do not modify any of the existing text in the meeting request below the line. Doing so may prevent people from joining the meeting. 5. (Optional) On the Meeting tab, in the Show group, click Scheduling Assistant. Use the Scheduling Assistant to ensure that everyone is available during the time you choose. 6. On the Meeting tab, in the Lync Meeting group, click Meeting Options, and then accept or change the default options as required. Refer to Change meeting access and presenter options for additional details. CHANGE MEETING ACCESS AND PRESENTER OPTIONS The default options for online meeting are best for small conference calls or sharing and collaboration sessions with people inside your organization. If you are scheduling an online meeting with people outside your organization or your meeting is unusually large, use the Lync Meeting Options dialog box to help you determine the following: Who should wait in the lobby before being admitted to the meeting? The lobby is an online waiting area. You can control access to the meeting, or admit someone who doesn t have the correct meeting credentials. People in the lobby can be admitted singly or all at once. Who should have presenter privileges during the meeting? Presenters can share or upload meeting content, request permission to modify content shared by others, set in-meeting options, mute or unmutes others, and admit anyone who is waiting in the lobby. The meeting organizer is automatically a presenter. Set Access and Presenter options To set Access and Presenter options, do the following: 1. Create an online meeting request in Microsoft Outlook. For details, see Schedule an Online Meeting. Alteva Hosted Lync 5

6 2. In the meeting request, in the Online Meeting group, click Meeting Options. 3. Under Permissions, choose the options appropriate to the size and type of meeting that you are scheduling. For details, see the tables at the end of this procedure. Where do you want to meet online? A new meeting space (I control permissions): You get a brand new meeting with a unique ID, and can customize permissions such as who gets to be a presenter (presenters have full control over the meeting), mute people or prevent them from sharing video. This is recommended when inviting people outside of your organization or you want greater control of your meeting. Refer to Conduct a Meeting as a Presenter for more details. My dedicated meeting space: This is a good option for informal meetings with coworkers, which lets them sign in at any time with presenter permissions. 4. Click Phone, set options as required, and then click OK. For details, see Set Phone options at the end of this procedure. These people don t have to wait in the lobby Access options control which participants must wait in the lobby before being admitted by a presenter. The following table describes each option in detail. Alteva Hosted Lync 6

7 Who gets in directly? What happens Recommended when Only me, the meeting organizer People I invite from my company Anyone from my organization Anyone (no restrictions) You are the only one who gets into the meeting directly. Everyone else has to wait until admitted. Only people who were invited can 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 have a high security meeting and confidential information. 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. You can also set Announce when people enter or leave - Everyone can hear the names as people come and go. Not recommended for large meetings. Who s a presenter? Presenter options control which participants are automatically given presenter privileges when you schedule the meeting. The following table describes each of these options in detail. Who s a Presenter What Happens When to choose this option Only me, the meeting organizer Anyone from my organization Anyone (no restrictions) People I choose Only the person who schedules the meetings Anyone from your company will be a presenter. Everyone you invite will be a presenter You and the participants you choose 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. Suitable for causal meetings with your teammates, where all participants can share and modify content. Use when you have external participants and want them to present. Pick this option when you want specific people to be presenters. When you select People I choose, click Choose Presenters and move the participants from Attendee to Presenters side. External invitees and distribution lists can t be added as presenters with this option, but you can give presenter permission to individuals when you are in the meeting. Alteva Hosted Lync 7

8 Set Phone options Where will most people call in from? Sometimes people call into the meeting with a phone instead of using computer audio. You can help them find the local number (If available) quickly and avoid long distance charges by choosing the area most people may call in from. The local number then shows up on the invitation for that area. Forgot your Dial-in PIN (Personal Identification Number) Most of the time, you don t need a PIN when you call into the meeting with a phone. You get connected directly and your number shows up in the participant list. But, if you want to call in as the leader or an authenticated caller, you ll be prompted for your PIN and/or work number. Dialing in as authenticated caller simply means that the meeting is secured and you need to be identified before joining the meeting. Your name then shows up in the participant list, instead of your number. If you don t remember your PIN, click Get your PIN now in the meeting options, and follow the instructions on the page to set it up or reset. Refer to Set my dial-in conferencing PIN for additional details. Alteva Hosted Lync 8

9 JOIN FROM A COMPUTER WITH LYNC INSTALLED When joining a Microsoft Lync meeting or conference call, you can connect to the audio portion of the meeting by using Lync computer audio, or by dialing in. Configure meeting audio You can configure Lync to connect to the meeting audio the same way every time or to prompt you for a choice. Set the audio choice you want to use every time 1. In the Lync main window, click the Options button. 2. In the Lync - Options dialog box, click Phones. 3. Under Joining conference calls, in the Join meeting audio from box, do one of the following: To use integrated computer audio during the meeting, click Lync. To use your phone to call the meeting, choose Do not join audio. Configure Lync to prompt you for an audio source Choose this option if your audio preferences change frequently. 1. In the Lync main window, click the Options button. 2. In the Lync - Options dialog box, click Phones. 3. Under Joining conference calls, select the Before I join meetings, ask me which audio device I want to use check box. Join a scheduled meeting or conference call To join a scheduled meeting or conference call, do the following: In the Microsoft Outlook Calendar, open the meeting you want to join. Alteva Hosted Lync 9

10 In the meeting request, click Join Lync Meeting You can also click Join Online on the Outlook meeting reminder Outlook 2013 Join an unscheduled meeting Outlook 2010 You may be invited to an unscheduled or Meet Now meeting or to a meeting that is already in progress. To join, do the following: Click the notification that appears in the notification area, at the far right of the taskbar, click Accept. Alteva Hosted Lync 10

11 Note: If you encounter a connection error, please refer to the Notes section in Start an Unscheduled Meeting or Conference Call section on how to join the meeting. If you received the invite by , in the Meet Now meeting request, click Join Lync Meeting. Alteva Hosted Lync 11

12 JOIN FROM A COMPUTER WITHOUT LYNC INSTALLED Lync Web App will launch automatically when you click the Join Lync Meeting link in the meeting invitation. Use Lync Web App to join a Lync Meeting from your browser if you don t have Lync. You can use your computer s mic and speakers, or a headset to connect to the audio portion of the meeting. If your computer doesn t have any audio devices connected to it, you can connect to the audio portion of the meeting from your phone instead. Choose what works best for you. Join option Alternate meeting client Join the meeting using Microsoft Lync Web App [RECOMMENDED] your web browser Important Lync Web App requires the most current version of the Microsoft Silverlight browser plug-in. If Silverlight is not already installed, you must have administrator privileges to install it. Download and install Lync Lync 2010 Attendee Attendee Typical users of Attendant are receptionists and team delegates. These are features not supported on our platform. Use Communicator Microsoft Office Communicator 2007 R2 or Microsoft Office Communicator 2007* Note: If you re working off-site and Lync or Attendee is installed on your remote computer, Lync opens automatically when you click the Join Lync Meeting link even if you re not connected directly to your organization s network. The following table describes the features and requirements of each of the alternate meeting clients. Feature or requirement Lync Web App Attendee (Available for Windows only) Allows web access Yes No No Requires Silverlight or administrator privileges to install Lync Server 2010 conferencing features Allows dial-in conferencing Provides integrated audio and video Allows you to join meetings using your network credentials Note Silverlight; if not present, requires administrator privileges to install Can be installed without administrator privileges; does not require a separate installation of Silverlight Yes (see note below) Yes No Office Communicator 2007 R2 or Office Communicator 2007 (Available for Windows only)* Not applicable; must be already installed Yes (see note below) Yes (see note below) Office Communicator 2007 R2 only No Yes Yes Yes Yes Yes Lync Web App does not include integrated audio and video. It supports all of the new Lync Server 2010 conferencing features except uploading files that are created by using Microsoft PowerPoint presentation graphics program. In addition, installation of a Microsoft ActiveX control is required for desktop or program sharing. Dial-in conferencing using Call Me at is not a supported feature. Alteva Hosted Lync 12

13 Lync Web App *Office Communicator 2007 R2 is not available for download, only the Lync 2010 and 2013 clients are available. Lync Web App is the browser-based version of Lync 2010 that allows people who don t have a Lync account and haven t installed the Lync client to participate in Lync meetings, using either a Windows or Macintosh operating system. For supported browsers, please refer to Supported Platforms for Lync Web App later in this document. Popup blockers. It is recommended to enable popups. Allow popups according to your browser. What can it do? During a meeting, Lync Web App provides many Lync features; these include meeting-wide instant messaging (IM), phone-based audio, file distribution, presenting with Microsoft PowerPoint presentation graphics program, and desktop and program sharing. Sharing and presenting features are dependent on permission levels set by the meeting organizer, so they may not be available. Only users with presenter privileges can share files and programs. The first time that you initiate a sharing session, you will be prompted to download the required sharing plug-in. Lync Web App cannot be used to schedule meetings or to exchange instant messages with individual meeting attendees. Where do I start? Join the meeting In addition to needing one of the supported operating system and Internet browser combinations, an Internet connection, a phone, and an invitation to a Lync meeting, you will also need the Microsoft Silverlight 4.0 browser plug-in, or a later version of Silverlight, installed on your computer before your first online meeting with your supported browser. To join the meeting, do the following: 1. At meeting time, open your Online Meeting invitation, and then click Join Lync meeting in the message. Alteva Hosted Lync 13

14 2. In the Lync 2010 screen that opens, click Join the meeting using your web browser. 3. If you have an account with the organization that called the meeting, click Join using your corporate credentials. With corporate credentials, you ll have a few more privileges, such as being able to join the meeting without waiting for the leaders to approve you. Otherwise, click Join as a guest. Enter your address and password for Lync. Get audio 4. Enter your corporate credentials or type a display name for yourself, and then click Join Meeting. You might have to wait until the meeting leader lets you in, or you might be admitted right away. Call into the meeting from your phone; call the dial-in number in your invitation. Having the conference call you is not supported. Alteva Hosted Lync 14

15 View information about the other participants The participant list indicates the permissions level of each participant: either Presenter or Attendee. Only presenters can share their screens, give Microsoft PowerPoint presentations, open whiteboards, and access other features, depending on how the meeting was organized. The icons next to each name indicate whether the person is currently participating in instant messaging (IM), audio, video, and content sharing in the meeting. Lync 2010 users can have computer audio and video capability, while standalone Lync Web App users can get audio only through their phone. Send an instant message To send an instant message to meeting participants, do the following: At the bottom of the meeting window, click the message input area, and begin typing. You can format your message using the text formatting options, and add emoticons if you d like. Press Enter. Your IMs are received by all the meeting participants. Save a file that another participant has distributed To save a file that someone shares during a meeting, do the following: At the top of the meeting window, click the Add or view attachments button. Click the file, select a location, and then click Save. Alteva Hosted Lync 15

16 Distribute a file To share a file with other participants, do the following: At the top of the meeting window, click the Add or view attachments button. At the bottom of the Attachments dialog box, click Add Attachment. Locate and then double-click the file you want to distribute. When the file appears in the Attachments dialog box, click Close. Meeting participants will be alerted that there s a new attachment, which they can save for future viewing. Share your screen with others The first time that you initiate desktop or program sharing, you will be prompted to download the Lync Web App plug-in. Depending on the permission levels set by the meeting organizer, a meeting presenter may need to make you a presenter (if you are not already one) before you can show your desktop or program to the other meeting participants. Note: Only one person at a time can share. In the meeting window, click the Share menu to see your available sharing options. Share your desktop In the meeting window, click the Share menu, and then click Desktop. If you have only one monitor, it will be displayed to all the meeting participants. If you have more than one monitor, you will be prompted to select the monitor or monitors that you want to display. Alteva Hosted Lync 16

17 Share a program In the meeting window, click the Share menu, and then click Program. In the Select programs dialog box, select the program or programs that you want to display, and then click Start Sharing. Give a PowerPoint presentation To present PowerPoint slides to meeting participants, do the following: Have a meeting presenter download the PowerPoint file you want to present. In the meeting window, click the Share menu, click Recent Content, and then click the PowerPoint file. Use the navigation arrows in the lower right of the stage to advance through your presentation, or click the Show Thumbnails button if you want to present your slides in a different order Open a whiteboard The whiteboard is a fresh page for notes and drawings that everyone in the meeting can use together. 1. In a meeting window, click the Share menu, and then click New Whiteboard. 2. To start writing or drawing on the whiteboard, use the tools in the lower left of the whiteboard. Conduct a poll Take a quick vote about the current discussion, or gather pertinent information from meeting participants with a minimum of fuss. You must be a presenter to create a poll. In the meeting window, click the Share menu, and then click New Poll. Alteva Hosted Lync 17

18 Type your question and at least two possible answers, and then click OK. If no one else is sharing, your poll opens, and meeting attendees can begin voting. Do any of the following: To change the poll, click the Edit poll question and choices button. To allow the meeting Attendees as well as the other Presenters to watch the results of an ongoing poll, click the Show results to everyone button. Alteva Hosted Lync 18

19 JOIN A MEETING OR CONFERENCE CALL BY PHONE You can connect to a Microsoft Lync 2010 conference call or to the audio portion of an online meeting by calling in. You can dial in either as a participant or as the conference call leader. Both leaders and participants can use dual-tone multi-frequency (DTMF) to manage the conferencing experience. Note: In Lync 2010 and the Online Meeting Add-in for Microsoft Lync 2010, conference call leaders are referred to as presenters. The meeting organizer is automatically a leader. If you are the conference call leader and are calling in without access to a computer, you must set your dialin conferencing PIN number before the call. Set my dial-in conferencing PIN You must use your dial-in conferencing PIN if you plan to join as the conference call leader. As a conference call participant, you can also use your dial-in PIN and work number to be admitted to secure meetings that is, meetings limited to identified participants without waiting in the lobby. To set or change your dial-in PIN, do the following: 1. In the Lync main window, click the Show Menu arrow, point to Tools, and then click Dial-in Conferencing Settings. Alteva Hosted Lync 19

20 2. On the Dial-in Conferencing Settings and PIN Management page, under Personal Identification Number (PIN), click Sign In. 3. Choose your preferred language, enter your address and password for Lync, and then click Sign In. 4. Under Personal Identification Number (PIN), click Reset your PIN. 5. Review the PIN requirements, enter and confirm your new PIN, and then make a note of it in a secure location. Alteva Hosted Lync 20

21 6. Click OK. Join as a participant For most Lync conference calls, joining is as simple as dialing the number and recording your name. Once you are connected to the call, you can mute your line or hear a list of people on the call by using DTMF commands. DTMF commands are touch-tone codes entered on your phone s keypad. Join the conference call as a participant 1. Open the meeting request, and, under Join by phone, note the dial-in numbers and conference ID. 2. Dial the number listed, and, when prompted to do so, enter the conference ID, followed by the pound sign (#). 3. Wait for several seconds after you hear the prompt that begins If you re the leader (Optional) If the meeting is secured that is, limited to identified participants do one of the following: When prompted to do so, enter your work number, and then enter your dial-in PIN. Wait on hold until the leader admits you to the meeting. 5. Record your name when requested to do so, and then press pound (#). In the following situations, you must wait on hold before you are connected to the call: The leader has not joined the call It is a secure call, and you chose, in step 4 above, to wait in the lobby rather than enter your extension number and PIN. Mute your line or hear a list of participants The following table shows the DTMF commands, or touch-tone codes entered on you phone s keypad, that are available to participants during a conference call. Alteva Hosted Lync 21

22 Press To do this *1 Privately play a description of the available DTMF commands *3 Privately play the name of each participant in the conference *6 Mute or unmute your microphone Join as the conference call leader In addition to the dial-in number and conference ID, you must set and make a note of your dial-in PIN in order to join a conference call as the leader. Once you are connected to the call, you can manage meeting audio and other options by using DTMF commands. Join the conference call as the leader 1. Open the meeting request, and, under Join by phone, note the dial-in numbers and conference ID. You can also click the Find a local number link in the invitation to see if additional dial-in numbers are available. 2. Dial one of the numbers listed, and, when prompted to do so, enter the conference ID, followed by the pound sign (#). 3. Do one of the following: If you scheduled the meeting, press the star (*) key when you hear the prompt, and then enter your PIN. If you are not the meeting organizer, wait until you hear the prompt If you were designated as the meeting leader, please press star again. Then press the star (*) key, and enter your phone number and PIN when prompted to do so. You hear You are now joining the meeting as a leader and are connected to the call. Note: If you are placed on hold or asked to record your name, then you were not authenticated as the conference call leader. Hang up and try joining the conference call again. Manage the meeting with DTMF commands During the meeting, manage participants, audio, and the lobby by using the DTMF commands shown in the following table. Press To do this Availability *1 Privately play a description of the available DTMF commands Everyone *3 Privately play the name of each participant in the conference Everyone *4 Mute audience or return mute control to participants Leader Important Turning off audience muting does not unmute individual participants. When you turn only off audience muting, participants hear a message explaining how to unmute themselves. *6 Mute or unmute your microphone Everyone *7 Lock or unlock the conference Leader only *8 *9 Admit all participants currently in the lobby. After you issue this command, everyone joining the meeting bypasses the lobby. Enable or disable announcements for participants entering and exiting the conference. Announcements are heard by everyone in the meeting Leader only Leader only Alteva Hosted Lync 22

23 CONDUCT A MEETING AS A PRESENTER 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. Important: If you are not the meeting organizer or lead presenter, be aware that many of these options affect what others can see, hear, or do in the meeting. Presenter discretion is advised. What do you want to do? Manage participants Work with meeting content Modify content permissions End or exit the meeting Manage participants You can perform most meeting management tasks by right-clicking one or more people in the participant list or by hovering over the People Options menu. Pause on the people icon to manage participants individually or as a group: To add additional participants, click Invite by . Note: See the Notes section in Start an Unscheduled Meeting or Conference Call section on how to use the Invite More People feature option. 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. For other options, click the Actions tab, and then select an option: o o o o o o 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. Alteva Hosted Lync 23

24 Show or hide the participant list In the conversation window, click the People Options icon to toggle viewing the Participant List. Hidden: Shown: It s best to keep the participant list in view during the meeting, so you can track who is there, who is speaking, and who might be having trouble with audio or sharing. However, you may need to hide the participant list to, for example, review a long instant message (IM) conversation. Mute or unmute participants Do one of the following: To manage audio for one or more individuals, right-click the name or names in the participant list, and then click Mute or Unmute. To mute or unmute everyone in the meeting, click the People Options icon, and then click Mute Audience. Alteva Hosted Lync 24

25 Tip: Use this option in a large meeting, when too many unmuted participants are causing audio interference. Change presenter or attendee privileges during the meeting Do one of the following: In the participant list, right-click one or more participants, and then click Make a Presenter or Make an Attendee, as appropriate. Alteva Hosted Lync 25

26 Hover over the People Options menu, and then click Make Everyone an Attendee. Tip: Choose this option when there are so many presenters that it is disrupting the flow of the meeting. Admit or deny access to people in the lobby In the participant list, do one of the following: Under Lobby, click Admit All or Deny All. Next to each person s name, click Admit or Deny as appropriate. Start a separate conversation with one or more participants In the participant list, hover over a contact and then click the contact option you want. You can also hover over a participant to view their contact card. Alteva Hosted Lync 26

27 Invite others to the meeting To invite others by using Lync, do the following: 1. (Optional) To change access or presenter options for the people you want to invite, in the conversation window, click the More Options button, click Lync Meeting Options, and then change the meeting options as required. For details, see Change meeting options during the meeting. Invite others by sending an message, do the following: 1. In the Conversation window, click the People Options menu, and then click Invite by (Optional) To change access or presenter options for the people you want to invite, in the meeting invitation, click Meeting Options. For details, see Change Meeting Access and Presenter Options. Note: See the Notes section in Start an Unscheduled Meeting or Conference Call section on how to use the Invite More People feature option. Work with meeting content In Lync, meeting content is displayed to the right of the participant list in an area called the stage. If you re currently presenting, you can work with Microsoft PowerPoint presentations, whiteboards, and meeting polls in this area. When you share a program or your desktop, everyone else in the meeting sees what Alteva Hosted Lync 27

28 you re sharing on the stage. Show or hide the stage During and active sharing session, in the Conversation window, pause on the Presentation (monitor) button > Present tab, and then click Show (or Hide) Stage. Upload or prepare content before the meeting 1. Before the meeting, in the Microsoft Outlook Calendar, open the invitation for a meeting you scheduled, and then click Join Lync Meeting. 2. In the Conversation window, do one or both of the following: Pause on the Presentation (monitor) button > Present tab to upload a PowerPoint presentation, add a whiteboard, or create a new poll. Alteva Hosted Lync 28

29 Hover over the Presentation (monitor) button > Attachments tab to upload a file. For details, see the Upload a PowerPoint file for a presentation or Upload attachments for participants to view and save, later in this section. Show meeting content that has already been uploaded In the Conversation window, hover over Presentation >Present, point to Presentable Content, and then click the content that you want to display. Share a program or your desktop At the bottom of the meeting window, point to the presentation (monitor) icon, and, on the Present tab, do one of the following: To share the content on your desktop, click Monitory (Primary or Secondary). 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. To share one or more program or file, click Program, and then select the specific program(s) or file(s). Use the sharing toolbar at the top of the screen to stop sharing or give control to participants. For details, see Share your desktop and programs. Upload a PowerPoint file for presentation 1. Pause on the presentation (monitor) icon, and click PowerPoint. 2. Find your presentation, and double-click it to upload in the meeting. Alteva Hosted Lync 29

30 3. For details, see Present PowerPoint Slides later in this document. Upload attachments for participants to view and save Hover over the Presentation (monitor) button > Attachments tab to upload a file. Annotate a PowerPoint presentation or whiteboard 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. In the stage, on the annotation toolbar in the lower-left corner, click the annotation tool you want. Click the Annotations tool set icon on the upper-right side of the PowerPoint slide to unhide the tools. 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. 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. For details about the annotation tools, see Collaborate on a whiteboard. Note: Annotation tools are available only for content that you are presenting on the stage. If you are sharing your desktop or a program, others must request permission before making changes to the content you are sharing. Alteva Hosted Lync 30

31 Add a whiteboard or poll to the meeting Pause on the present (monitor) icon, and then click Whiteboard or Poll under the Present tab. For details, see Collaborate on a whiteboard and Conduct a poll. Modify content permissions By default, only presenters can annotate PowerPoint presentations, privately move through the PowerPoint slides you re showing at their own pace, and switch privately to another item in the Content List. All participants can view and save attachments. Use the following procedures to change these default settings. Change who can annotate PowerPoint presentations 1. In the meeting room, click More Options > Lync Meeting Options. 2. Choose the permissions on annotations and view options: Change who has access to meeting content By default, only presenters have extended access to meeting content. To change this, do the following: Pause over the presentation (monitor) icon. Click Manage Presentable Content. Alteva Hosted Lync 31

32 To save your PowerPoint presentation, click More, and then Save As, or Save with Annotations. Change who can view and save attachments By default, everyone in the meeting can save and view meeting attachments. To change this, do the following: 1. Pause over the presentation (monitor) icon > Attachments tab 2. Click Manage Attachments 3. Choose who can download the file, or remove it. Alteva Hosted Lync 32

33 End or exit the meeting To exit or end the meeting, do one of the following: To leave the meeting but keep it going, close the Conversation window. In the meeting room, click More Options > End Meeting. CHANGE MEETING OPTIONS DURING THE MEETING During an online meeting or conference call, you can change the access and presenter options for people who haven t yet joined. You can also modify the way that participants can interact with meeting content. Open the meeting options page during the meeting To set options during the meeting, do the following: 1. To change access or presenter options for the people you want to invite, in the conversation window, click the More Options button, click Lync Meeting Options. 2. Change the meeting options as required. For details, see the These people don t have to wait in the lobby and Who s a Presenter and annotation privileges sections later in this topic. 3. Click OK to save your changes. These people don t have to wait in the lobby Access options control which participants must wait in the lobby before being admitted by a presenter. The following table describes each option in detail. Who gets in directly? What happens Recommended when The meeting organizer People I invite You are the only one who gets into the meeting directly. Everyone else has to wait until admitted. Only people who were invited can join the meeting directly. Everyone else has to wait until admitted. You have a high security meeting and confidential information. You re discussing confidential information, and want to only allow specific people to join. Alteva Hosted Lync 33

34 Anyone from my organization Anyone (no restrictions) 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 don t have external participants and you are not discussing confidential information. You re inviting outside participants and you re not discussing confidential information. You can also set Announce when people enter or leave - Everyone can hear the names as people come and go. Not recommended for large meetings. Who s a presenter? Presenter options control which participants are automatically given presenter privileges when you schedule the meeting. The following table describes each of these options in detail Who s a Presenter What Happens When to choose this option People scheduled as presenters Anyone from my organization Anyone (no restrictions) Only the presenters Anyone from your company will be a presenter. Everyone you invite will be a presenter Set private viewing and annotation privileges To change the default viewing and annotation options, do the following: 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. Suitable for causal meetings with your teammates, where all participants can share and modify content. Use when you have external participants and want them to present. In the Lync Meeting Options dialog box, under Privileges, do one or both of the following, as appropriate: Change Presenters Only to Everyone or None. By default only presenters can page through meeting content at their own pace without affecting what everyone else in the meeting sees. Choose None (organizer only) if you prefer to control what participants are looking at during the meeting. Change Annotate presentations to Presenters only, Everyone, or None. Normally everyone in the meeting can add annotations to a PowerPoint presentation. Alteva Hosted Lync 34

35 SET UP AUDIO AND VIDEO Set up audio and video devices before the meeting To set up your audio and video before the meeting, do the following: 1. In the Lync main window, click the Options button. 2. In the Lync Options dialog box, click Audio Device, verify that the correct device is selected, and then click the Check Call Quality button to test the device. 3. Click the appropriate drop-down list(s) and sliders to configure or adjust your speaker, microphone, and ringer as well as volume levels. You can select your primary audio device and test the levels of your microphone and speakers. 4. Click Video Device, and then verify that your camera is working correctly. 5. Click OK. Alteva Hosted Lync 35

36 COLLABORATE ON A WHITEBOARD A whiteboard is a blank page for notes, drawings, or imported images that meeting participants can work on together. When the session is over, you can save the product of your collaboration. What do you want to do? Open a new whiteboard Add content Move content Change the color of content Undo and redo your work Determine who added or changed content Point to content to show what you re referring to Delete content Rename the whiteboard Save the whiteboard Temporarily close the whiteboard Privately view a closed whiteboard Permanently delete a whiteboard Open a new whiteboard You must be a meeting presenter to open a whiteboard. If you aren t already a presenter, the meeting organizer or any other presenter in the meeting can make you one. All meeting participants, whether presenter or attendee, can work on the whiteboard. Pause on the present (monitor) icon, and then click Whiteboard under the Present tab. A blank Whiteboard opens on the meeting stage on everyone s screen. The annotation tool set opens automatically on the right side of the Whiteboard. Click any of the tools to annotate on the Whiteboard, such as: Pointer tool, Pen, Highlighter, Eraser, and so on. Note: 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. Alteva Hosted Lync 36

37 Add content Use the tools along the right side of the whiteboard to add content. Note: Several meeting participants can work on the whiteboard simultaneously, but each tool can be used only by one person at a time. 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. Alteva Hosted Lync 37

38 Move content 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, and Save as. You can select and then move anything on the whiteboard. Click the Select and Type button. Click one or more objects you want to move. A selection rectangle appears around the selected object(s). Drag it to its new position. Note: For typed text, point to the bar at the top of the text box before you begin dragging it. Change the color of text You can change the color of text after you add them to the whiteboard. Click the object you want to change. If you want to change several objects to the same color, use the mouse pointer to draw a box around all of them. Alteva Hosted Lync 38

39 Undo and redo your work To undo or redo your work, do the following: Click the More Info button, and then click Undo or Redo. You can use this tool repeatedly to go backwards and forwards through your changes to the whiteboard. Note: You cannot use this process on other people s work only your own. Point to content to show what you re referring to Use the Laser Pointer tool to show the other meeting participants what you re referring to. Click the Laser Pointer button. Click the object you want to point to and hold down the mouse button. Everyone will see the circle indicator and your name. Alteva Hosted Lync 39

40 Delete content To delete content, do the following: Click the Select and Type button. Select the object or objects that you want to delete. Press the Delete key. Rename the whiteboard It s particularly useful to name whiteboards during a meeting if the group will be switching back and forth among several. Just pause on the presentation (monitor) icon and click Manage Presentable Content Click More and select Rename. Save the whiteboard Save the whiteboard to your computer to access your collaborative work after the meeting is over. Alteva Hosted Lync 40

41 Click the More Info button, and then click Save As. Temporarily close the whiteboard To close a whiteboard that you ll want to use again later, do the following: Above the Whiteboard, click Stop Presenting. The whiteboard closes but remains available for use later in the meeting. You can reopen the whiteboard later: Just pause on the presentation (monitor) icon and click Presentable Content, and then click the whiteboard. Privately view a closed whiteboard You can refer to a closed whiteboard without sharing it with the other attendees. While not presenting, just pause on the presentation (monitor) icon and click Manage Presentable Content Alteva Hosted Lync 41

42 Click More and select View Privately. Permanently delete a whiteboard To delete a whiteboard, do the following: Just pause on the presentation (monitor) icon and click Manage Presentable Content For your selected Whiteboard, click Remove. Alteva Hosted Lync 42

43 CONDUCT A POLL Polling is a great way to quickly gather information or compile the preferences of meeting participants. What do you want to do? Create a poll Create a poll Show or hide a poll Close a poll Remove a poll from the sharing stage Edit the contents of a poll Save poll results Delete a poll A poll in Lync consists of one question and up to seven possible choices. A meeting can contain many polls, but only one poll at a time can appear on the sharing stage, visible to all meeting participants. Note: Only meeting presenters can create and manage polls. If you are not already a presenter, the meeting organizer or another presenter can make you one. In the meeting window, pause on the presentation icon. Make sure you re on the Present tab, and then click Poll. Type a name for your poll, your question, and two or more possible answers. Alteva Hosted Lync 43

44 Click Create. If no one else in the meeting is sharing, your poll appears immediately to everyone in the meeting with the words Poll is open at the bottom of the stage. If other sharing is taking place, you have the option to share your poll immediately, which would end the current sharing session, or save your poll in the content bin for later. Show or hide a poll As people respond to the poll, you and the other meeting presenters will see the results in real time. Alteva Hosted Lync 44

45 To allow everyone in the meeting to watch the results, click Poll Actions and select Results are shown to everyone. You or another presenter can switch back to hiding the results from meeting attendees. Close a poll To allow only presenters to watch the results, select Results are hidden from attendees. When polling is complete, close the poll. To stop the voting, click Poll Actions and select Poll is closed. The words Poll is closed appear at the bottom of the stage. The poll results remain on the screen. Remove a poll from the sharing stage When meeting participants have finished working with the poll results, you can remove the poll from the sharing stage. To remove the completed poll from the sharing stage, click Stop Presenting at the top of the stage. The poll remains in the content bin to be used or saved later. Edit the contents of a poll Presenters can change a poll s question or choices, either while polling is open (this restarts the poll) or privately, away from the general view. In either case, editing a poll erases any previous votes. Edit a poll that s currently being shared At the bottom of the sharing stage, click the Poll Actions and select Edit poll question and choices. Make your changes, and then click OK to make the changes public. Meeting members can now begin voting on the edited poll. Edit a poll that s hidden Alteva Hosted Lync 45

46 If the sharing stage isn t open, in the meeting window, pause on the presentation icon and select Manage Presentable Content. In Presentable Content, click the arrow on the More button for the poll you want to edit, and then click View Privately. Click the Poll Actions and select Edit poll question and choices. Make your changes, and then click OK. Save poll results You can save a Lync poll as a CSV file. CSV files can be opened in Microsoft Excel spreadsheet software, which offers many types of charts for presenting the polling results. If you save the poll while it is visible in the sharing stage, you also have the option of saving it as a PNG image. Click the Poll Actions and select Save the poll results. Type a file name, select the file type that you want, and then click Save. Alteva Hosted Lync 46

47 Delete a poll To delete a poll that you no longer need, do the following. If the sharing stage is hidden, click the Share menu, and then click Show Stage. If the sharing stage isn t open, in the meeting window, pause on the presentation icon and select Manage Presentable Content. In the Presentable Content, click Remove. Alteva Hosted Lync 47

48 SHARE YOUR DESKTOP AND PROGRAMS You can have working sessions and share and edit files with others by using desktop and program sharing. It only takes a couple of clicks to share your screen with a colleague in another location. What do you want to do? Share your desktop Share your desktop Choose an open program to share Stop sharing your desktop, monitor, or program Give control to others Take back control at any time Stop people from being able to share Request control Let everyone in the conversation or meeting view your desktop, or choose a specific monitor to share. Do one of the following: To share in a meeting, open Microsoft Outlook Calendar, open the meeting invitation, and click the Join online meeting or meeting link. To share in an instant-messaging conversation, open Microsoft Lync, and double-click a contact that you want to share with. Alteva Hosted Lync 48

49 At the bottom of the conversation window, point to the presentation (monitor) icon. On the Present tab, do the following: To share the content on your desktop, click Desktop (or All Monitors with multiple desktops). 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. Use the sharing toolbar at the top of the screen to stop sharing or give control to participants. For details, see the following section. Note Whenever you re actively sharing, a bar is shown at the top of the window that reads Currently Presenting. The meeting stage, in the right pane, shows a preview of what attendees are seeing, and a glow appears around the area being shared. Alteva Hosted Lync 49

50 Choose an open program to share You might want to share only a particular program and its associated windows. At the bottom of the conversation window, point to the presentation (monitor) icon. To share one or more program or file, click Program, and then select the specific program(s) or file(s). Stop sharing your desktop, monitor, or program To stop sharing, do the following: On the sharing bar at the top of your screen, click the Stop Presenting button. Give control to others When you start sharing your desktop, a monitor, or a program, you re the only one in control. When you re ready, you can allow others to use their own mouse and keyboard to navigate and make changes to whatever you re sharing. You can take back control at any time. On the sharing toolbar, click Give Control. 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. 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. Alteva Hosted Lync 50

51 Take back control at any time You can take back control at any time by doing the following: On the sharing bar at the top of your screen, click Give Control, and then click Take Back Control. Hint: If a user is moving the mouse so much that you can t gain control of it, press CTRL+Alt+Space. Stop people from being able to share in a Meeting If you have presenter privileges, you can prevent other people from sharing by doing the following: Hover over the People Options menu, and then click Make Everyone an Attendee. Note: in a normal IM conversation window, everyone will be a Participant and can Share as needed. You can choose to ignore the shared meeting content. Request control When another person is sharing, you can request to take control. On the sharing bar at the top of your screen, click Request Control. The person sharing must accept your request before you can take control. Alteva Hosted Lync 51

52 PRESENT POWERPOINT SLIDES 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. 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. Pause on the presentation (monitor) icon, and click PowerPoint. Find your presentation and double-click it to upload in the meeting. 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. Click Notes to see your presenter notes (visible only to you). 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. Any animations in the slides play just like they do outside the Lync Meeting. Press F5 on your keyboard to go to full-screen view, and Esc to go back to normal view. Click the Annotations button on the right side of the slide to unhide the tools and draw, stamp, highlight, and so on. Annotate a PowerPoint presentation 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. In the stage, on the annotation toolbar in the lower-left corner, click the annotation tool you want. Alteva Hosted Lync 52

53 Click the Annotations tool set icon on the upper-right side of the PowerPoint slide to unhide the tools. 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. 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. Note: Annotation tools are available only for content that you are presenting on the stage. If you are sharing your desktop or a program, others must request permission before making changes to the content you are sharing. 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. In the meeting room, click More Options > Lync Meeting Options. 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. 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. Alteva Hosted Lync 53

54 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. Alteva Hosted Lync 54

55 START AN UNSCHEDULED MEETING OR CONFERENCE CALL To send an invitation to an unscheduled meeting by using the Meet Now command, do the following: Important: Lync supports both online meetings and conference calls. One meeting request is used for both purposes. 1. In the Lync main window, click the Show Menu arrow, and then click Meet Now. 2. In the Join Meeting Audio dialog box, do one of the following: To join the meeting with Lync, click Use Lync (integrated audio and video). To call into the meeting from your phone, click Do not join audio, then call the dial-in number in your invitation. Note: the Call me at feature is not supported. 3. In the Conversation window, click the People Options button, click Invite by , and then fill out the meeting request. Note: The Invite More People function and Starting Conference Call feature aren t supported at this time. Refer to the Notes section at the end of this procedure for a workaround if you use those features. Alteva Hosted Lync 55

56 Note: When you choose Invite by , participants can join the meeting as soon as they receive the meeting request and click on the Join Lync Meeting link. For contacts not part of your Lync Organization, use Invite by . Alteva Hosted Lync 56

57 Notes on Unscheduled Meetings and Conference Calls Recipients of unscheduled meeting invites originated from the Invite More People option and Starting Lync Computer Conference Calls may experience connection issues. It is recommended to use the Invite by feature (see Start an Unscheduled Meeting) for unscheduled meetings or conference calls, otherwise use the following workaround: Unscheduled Meetings Start an unscheduled meeting as outlined in Steps 1 and 2 above. In the Conversation window, click the People Options button, click Invite More People, select your participants and then fill out the meeting request. Initially, your recipients will not be able to connect to the meeting conversation. Your recipient should click Retry Join using Lync Call to connect to you (they will be Muted on entry to the conversation). Alteva Hosted Lync 57

58 Start a Lync Conference Call A conference call is a Lync-to-Lync computer call you have with more than one other person. You can either start a conference call with several people simultaneously or add people to an existing call. It is recommended to use the Meet Now Invite by feature (see Start an Unscheduled Meeting) instead for conference calls, otherwise use the following workaround: Note: Starting Conference Calls by calling you at a number is not supported. To start a Lync conference call: Open Lync and, in your Contacts list, press and hold the CTRL key on your keyboard, click each of the contacts you want to call, or click a contact group name. Note: to Start a Conference Call you must select at least two contacts. Right-click any one of the selected contacts or the group name, point to Start a Conference Call, and then click Start Conference Call Now Using...Lync. Your contacts will see: Add one or more contacts to a call To add contacts to a call: Alteva Hosted Lync 58

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