MICROSOFT LYNC Lync Meetings & Audio Conferences

Transcription

1 MICROSOFT LYNC Lync Meetings & Audio Conferences Lync allows you to create conference bridges traditionally via a phone number and PIN, or through online meetings that can be scheduled in your Outlook calendar for Windows or Mac. Including the presenter, 20 people can join a conference bridge, whether they are WCMC/NYP employees or colleagues outside the institution. All invitees receive a dial-in number (for audio only) and a link to the online meeting. Lync Online Meetings Create a Lync Online Meeting invitation NOTE: This function can only be performed using Microsoft Outlook on a computer with the Lync Client installed. For Windows: 1. Open your Outlook calendar. 2. Click Meeting to open a new Invitation, then click New Lync Meeting in the ribbon. Outlook will populate the message area with Lync Meeting information. 3. Set your meeting date and time. Any descriptive text can be added to the message area, but should be typed above the Lync Meeting information. 4. Click Send. For Mac: 1. Open your Outlook calendar. 2. Click Meeting to open a new Invitation. 3. Click and select Create Online Meeting. Outlook will populate the message area with Lync Meeting information. 4. Set your meeting date and time. Any descriptive text can be added to the message area, but should be typed above the Lync Meeting information. 5. Click Send.

2 Join a Lync Meeting Attendees can join a Lync Meeting through meeting invites in Outlook 2010 & 2013 for Windows, Outlook 2011 for Mac, or within the Lync 2013 Phone App (Click on a version to see the specific instructions). For Windows 1. Go to your Microsoft Outlook 2010 or Outlook 2013 Calendar. 2. Open the appropriate meeting invite to view the Lync Meeting information. 3. Click the Join Online Meeting link in the body of the invitation. When you join a meeting, you will see a window that lets you select the audio and video settings you want. BEST PRACTICE: Select Call me at and type your phone number. This will give you the best sound quality.

3 The Lync 2013 (Windows) Meeting Window A D A. Meeting Info - Allows you to see a quick view of the total number of participants, plus the running time of the meeting. B B. Attendee/Content Sharing Window - Allows you to view active participants and any content (desktop, PowerPoint presentations, polls, whiteboard activity) currently being shared. E C C. Viewing Options/Exit Call - Allows you to switch to a full screen view, and disconnect from the audio portion of the meeting. D. Meeting Tools - These tools allow you to perform functions such as share content, change your audio options, and enable other participants to present during a meeting. E. Options - Allows you to adjust your meeting options.

4 For Mac 1. Go to your Microsoft Outlook 2011 Calendar. 2. Open the appropriate meeting invite to view the Lync Meeting information. 3. Click the Join Online Meeting link in the body of the invitation. 4. Click Join using Lync for Mac or Communicator for Mac at the bottom of your screen to join the meeting through your Lync client. The Lync 2011 (Mac) Meeting Window B A C A. Meeting Info - Allows you to see a quick view of the total number of participants, the running time of the meeting, and access B. Conversation Window/Attendee List - Allows you to view active participants chat with the group during a meeting. Presenters can elevate participants permissions from Attendee to Presenter, allowing them to share content. C. Stage - Allows you to view/share content (desktop, PowerPoint presentations). NOTE: Lync 2011 allows you to view PowerPoint presentations, but not to share. To share PowerPoint presentations, use either the Windows 2013 or Web Client.

5 Lync 2011 Meeting Tools A B A. Meeting Info/Sharing Tools - Allow video conferencing, management of any shared files, and a quick view of the number of participants. Presenters can invite new attendees, mute their audience, and elevate participant permissions through the gear icon on the right. B. Audio Controls - Allow participants to disconnect from the call, mute their microphones, or change the audio input device. BEST PRACTICE: During meetings, it is preferable to use a phone for the audio connection. To switch the meeting audio to your phone, do the following: 1. Click to disconnect from the audio portion of the meeting. You will still be able to view shared content on the Stage. 2. Call (WMC-LYNC). 3. Enter the Lync Conference ID number when prompted, and press #. The Lync Conference ID is located in the bottom of the Lync Meeting Invite.

6 For Phone App In order to attend meetings from your phone, you must provide your cell phone number. When using Lync 2013 for Phones, you will not be able to upload content in a meeting. You can only view content shared by Presenters, and join in the audio and instant messaging 1. Tap My info, and then tap Options. 2. Tap Phone Number. 3. Enter your phone number, complete with country and region codes (e.g., ), and tap Back. Join a Lync Meeting 1. Tap to view your Meetings screen. 2. Tap the Lync Meeting (Highlighted blue) you wish to attend. 3. Tap Join Meeting. 4. The Lync Meeting will start up. You will be able to use audio and view shared screens. NOTE: If you wish to present in a Lync Meeting, you should use either the desktop client (Windows or Mac version).

7 Audio Conferences Your Lync account also allows you to create instant audio conference bridges without scheduling a Lync Meeting through Outlook. There are 3 things needed to create and use your Lync Audio Conference: A Lync Conference Bridge Number The WCMC Lync Conference Bridge Number is (WMC-LYNC). A Lync Conference ID The Conference ID is unique to each Lync user s account, and must be provided to attendees so they can dial into the correct call. A Lync Conference Personal Identification Number (PIN) The Lync Conference PIN will allow the Conference Leader to officially start the conference call. Create Your Lync Conference PIN/View Lync Conference ID 1. Type into the address bar of any browser. 2. Click the Sign In link near the top of the window, and enter your CWID (use this format: cumc\abc1234) and password. 3. Type in your desired PIN, repeat, and click OK. Make sure your PIN fits the requirements listed on screen. NOTE: If you forget your PIN, you can follow these same steps to reset it. 4. Scroll down to Assigned Conference Information. Your Lync Conference ID will be located here.