Lync 2013 Windows Meeting Environment 102713
Contentts Overview
w ......................................................................................... .............................................................................. 3 Information for Lync M
Meetings and C
Conference Calls ................... .............................................................................. 3 Participaant List ................................................................................ .............................................................................. 4 Change Meeting Audio
o Settings ..................................................... .............................................................................. 4 Transferr Meeting Audiio to Your Mob
bile Phone .............................. .............................................................................. 6 Add a Pe
erson to a Mee
eting ............................................................. .............................................................................. 8 Send an Instant Messaage ................................................................ .............................................................................. 9 Send a FFile ....................................................................................... .............................................................................. 9 Save a FFile Sent to You
u .................................................................... ............................................................................ 10 Share Yo
our Desktop ........................................................................ ............................................................................ 11 Share a Program ............................................................................. ............................................................................ 13 Share a Whiteboard ........................................................................ ............................................................................ 15 esentation ..................................................... ............................................................................ 16 Give a PowerPoint Pre
Conductt a Poll ................................................................................. ............................................................................ 17 Manage
e the Stage ........................................................................... ............................................................................ 19 Add Video ....................................................................................... ............................................................................ 20 Record aa Meeting ........................................................................... ............................................................................ 22 Recordin
ng Manager ........................................................................ ............................................................................ 22 End a M
Meeting ................................................................................. ............................................................................ 23 2
Lync 20113 Windows M
Meeting Environ
nment Overvie
ew This docum
ment explains h
how to use the
e tools available in a Lync Meeeting. Informaation on sched
duling or joinin
ng a meeting caan be found in the following UIT documents: Using Lyncc for Windows
Conferencing Quick Refe
erence Guide Using Lyncc Web App Using Lyncc Attendee Informa
ation for Lyync Meetings and Co
onference Calls There are ffour classifications for meeting participantss: he person who
o schedules a m
meeting or con ference call.  Organizer – th
nference call frrom a Lync pho
one.  Leader – the ffirst person to dial‐in to a con
 Presenter – caan invite otherrs to an active meeting or connference call. During a meetting, a Presenter can change the claassification of other Presente
ers to Attende e. Only a Pressenter can reco
ord a meeting, distribute files and share ite
ems, such as th
he desktop, a pprogram, whiteeboard and con
nduct a poll. B
By meeting Organiizer can change the default, all facculty and staff members are Presenters. If desired, the m
permissions le
evel of any parrticipant from Presenter to A
Attendee beforre the Meetingg Invitation is seent. This is done using Outlook M
Meeting Option
ns. For inform
mation on accesssing Meeting Options, see Conferencingg Quick Referen
nce for Windows.  Attendee – caan initiate instaant message (IM) conversatioons and view ittems that are sshared. us By default,, meeting partiicipants who dial‐in from a non‐Lync phonee (i.e., Rolm, Cisco, mobile orr an off‐campu
phone) mu
ust wait in the lobby until a Leader dials‐in. The first persson to dial‐in frrom a Lync pho
one becomes tthe Leader and
d anyone waiting in the lobbyy can be given access to the m
meeting. er or need to b
be (for instance
e, if all other paarticipants aree not affiliated with UH) and yyou If you want to be a Leade
dial‐in from
m a non‐Lync p
phone, you must enter your D
Dial‐in PIN to bbecome the Leaader. The Diall‐in PIN is identtical to the Sign
n‐in PIN for CX6
600 phones. Iff you can’t rem
member your D
Dial‐in PIN or if you never receeived a Dial‐in PIN, go to dialin
n.central.uh.ed
du to reset you
ur PIN or obtaiin your first PIN
N. Before sen
nding a Meeting Invitation, th
he Organizer caan change the Meeting Optio
ons. It is very iimportant to change Meeting O
Options before sending the M
Meeting Invitation because chhanging the opttions can poteentially change the meeting lin
nk and Confere
ence ID. The C
Conference ID is assigned by LLync and appears in an Outlo
ook Meeting Invitation. Meeting optio
ons include:  Everyone waits in the lobbyy except the Orrganizer  No one waits in the lobby  Only the Orgaanizer is a Presenter 3
Meeting Environ
nment Lync 20113 Windows M
Particip
pant List The particiipant list indicaates the permissions level of each participaant: Presenter or Attendee. By default, eveery faculty and
d staff member at UH is always a Presenterr. Only Presentters can share their desktop,, give PowerPo
oint presentatio
ons, share a whiteboard and access other ffeatures, depe nding on how the Meeting O
Options are sett. If desired, th
he meeting Orgganizer can chaange the permissions level off any participant from Presen
nter to Attendeee. dicate (in this o
order) if the peerson is capablee of participatiing in: The icons tto the right of each name ind
he meeting using a  Instant Messaaging (IM) – If tthis icon contains an ‘X’, this person might have joined th
smart phone, a desk phone,, or another de
evice that is noot capable of seending/receiving IMs. A grayy icon indicates the function has not been used.
erson doesn’t hhave speakers to hear or a m
microphone to be  Meeting Audio – If this icon is gray, this pe
d not join the m
meeting using a telephone. If a participantt puts heard during the meeting. TThis person did
on Hold to take
e another call, the icon appeaars as shown aabove for the first participantt. If a the meeting o
participant’s p
phone is muted
d, the icon app
pears as shownn above for thee second particcipant. X’, this person ddoes not have a video camerra. At the startt of a  Meeting Video – If this icon contains an ‘X
meone starts ttheir video cam
mera, meeting, this icon is gray for everyone witth a video cam era. When som
ue. this icon is blu
one. When con
ntent is shared
d, this  Content Shariing – At the staart of a meeting, this icon is ggray for everyo
icon is blue. Change
e Meeting A
Audio Setttings If your pho
one is connecte
ed to a computter and the computer has a m
microphone an
nd speakers, it is possible to change the
e device used ffor meeting audio. To change the audio device during a meeting: 1.. At the botto
om of the Grou
up Conversatio
on window, hoover over the C
Call Options bu
utton. 4
Lync 20113 Windows M
Meeting Environ
nment 2..
In the box tthat appears, cclick Devices. 3.. Select Hand
dset or PC Mic and Speakers. using your PC m
microphone an
nd speakers, yo
ou can put the microphone o
on Mute which
h means no onee can If you are u
hear sound
ds around you including yourr voice. It is alsso possible to ttemporarily tu
urn off the meeeting audio wh
hich means no one can hear yyou and you arre unable to he
ear what is saidd in the meetin
ng. our computer microphone: To mute yo
ons button. 1.. Hover over the Call Optio
2.. In the box tthat appears, cclick Mute. e your compute
er microphone
e: To unmute
ons button. 1.. Hover over the Call Optio
2.. Select Unm
mute. To turn offf meeting audio: ons button. 1.. Hover over the Call Optio
2.. Select Hold Call. 5
Lync 20113 Windows M
Meeting Environ
nment To turn on meeting audio
o: me Call. 1.. Click Resum
ng audio, it is p ossible to checck the quality o
of your networrk If a PC microphone and sspeakers are ussed for meetin
n which can afffect call qualityy. connection
he quality of yo
our network co
onnection: To check th
Connectivity iccon. 1.. Hover over the Network C
ely upon hoverring, a networkk quality messaage appears. Immediate
Transfe
er Meetingg Audio to Y
Your Mobile Phone
ossible to transfer meeting aaudio to your m
mobile phone. This is handy on If your mobile number is in Lync, it is po
on when you h
have to walk accross campus d
during a meetinng, but you wo
ould like to stayy connected and the occasio
interact in the meeting. Your mobile number must be in Lync for thhe transfer to m
mobile option to appear. To put you
ur mobile numb
ber in Lync: 1.. In the main Lync window,, click the Options button. 6
Lync 20113 Windows M
Meeting Environ
nment 2..
In the Optio
ons dialog box,, click Phones tthen click Mob
bile Phone. 3..
In the Edit P
Phone Numberr dialog box that appears, ennter your mobiile number. 4..
Click Ok. mber so it doesn’t appear on yyour Contact CCard: To hide your mobile num
ons dialog box,, uncheck Inclu
ude in my conttact card. 1.. In the Optio
2..
Click Ok. To transferr meeting audiio to your mob
bile phone: 1.. In the Group Conversation window, hovver over the Caall Options buttton. 2.. In the box tthat appears, cclick Transfer C
Call. 3.. Select your mobile number. 7
Lync 20113 Windows M
Meeting Environ
nment Add a P
Person to a
a Meeting eting. By defauult, every facultty and staff meember invited to a Presenterss have permission to invite otthers to a mee
Lync Meeting or Confere
ence Call is a Prresenter unlesss the Organize r made a channge to the Meeeting Options. If you enter in a meetting, you can aadd others to the meeting. are a Prese
eting: To add a person to a mee
1.. In the Group Conversation window, click Invite More People. 2..
In the Invite
e by Name or N
Number dialogg box that appeears, select you
ur contact(s) o
or enter a phon
ne number. Click Ok. 3..
mes from yourr Contact list to
o the Group Coonversation win
ndow for a fasster way to inviite Note: Dragg and drop nam
othe
ers. 8
Lync 20113 Windows M
Meeting Environ
nment Send an
n Instant M
Message n instant messaage (IM) to all meeting particcipants: To send an
om of the Grou
up Conversatio
on window, hoover over the In
nstant Messagge button. 1.. At the botto
2.. At the botto
om of the box that appears, ttype your messsage in the meessage input area. 3.. Press <ENTER>. Your message is sent to aall meeting parrticipants. Send a File hments option allows you to send a file to e
each meeting pparticipant. The Attach
To send a ffile to all particcipants: hare button. 1.. In the Group Conversation window, hovver over the Sh
2.. In the box tthat appears, cclick Attachments. 9
Lync 20113 Windows M
Meeting Environ
nment 3..
4..
5..
Click Add A
Attachment. Using the dialog box that appears, locatte the file you w
want to send.
Click Open. e alerted of the
e file which the
ey can save for later viewing.
Meeting paarticipants are
Save a FFile Sent to
o You meeting, an indicator notifying you of the fille appears on tthe Share buttton. If a file is sent during a m
To save a ffile that someo
one sends durin
ng a meeting:
hare button. 1.. In the Group Conversation window, hovver over the Sh
2.. In the box tthat appears, cclick Manage A
Attachments. The Attach
hments dialog b
box opens. 3.. Locate the a
attachment yo
ou want to save. 4.. Click More. 5.. From the m
menu that appe
ears, select Savve As. 10
Lync 20113 Windows M
Meeting Environ
nment 6..
7..
In the Save As dialog box, select a locatiion for the attaachment. Click Save. Share Y
Your Desktop used to allow aall meeting parrticipants to se e what you seee on your screen. Not only ccan Sharing your desktop is u
o give control o
of your desktoop to a meetingg participant. O
Only Presenterrs can you share yyour desktop, it is possible to
share a desktop. our desktop: To share yo
hare button. 1.. In the Group Conversation window, hovver over the Sh
2..
In the box tthat appears, select Desktop. 11
Lync 20113 Windows M
Meeting Environ
nment The Group
p Conversation window expan
nds showing a stage for all paarticipants to ssee the shared desktop. Thee following image shows how your stage appears when
n someone othher than you sh
hares a desktop. en sharing you
ur desktop, parrticipants will see all content surrounded byy a yellow bord
der. Note: Whe
ontrol Bar appe
ears at the topp of your screen
n. While sharring a desktop the Sharing Co
Giving control means a selected person
n gains control of your mousee. To give con
ntrol of your desktop: ontrol. 1.. On the Sharring Control Baar, click Give Co
2.. From the lisst of names thaat appears, select the person
n to whom you
u want to give control. wing dialog box appears. The follow
3.. Click Ok. To regain ccontrol of yourr desktop: ously press <CT
TRL> <ALT> <SP
PACE>. 1.. Simultaneo
12
Lync 20113 Windows M
Meeting Environ
nment To stop shaaring your desktop: 1.. On the Sharring Control Baar at the top off your screen, cclick Stop Sharring. Share a Program dividual programs with participants instead of your entiree desktop. Nott only can you share It is possible to share ind
nly Presenters can share a a program, it is possible tto give control of a program to a meeting pparticipant. On
program. To share a program: hare button. 1.. In the Group Conversation window, hovver over the Sh
2.. In the box tthat appears, select Program
m. nt Programs dialog box appeaars. The Presen
or more prograams. 3.. Select one o
4.. Click Presen
nt. 13
Lync 20113 Windows M
Meeting Environ
nment The Group
p Conversation window expan
nds showing a stage for all paarticipants to ssee the shared program(s). ee all programs that are surro
ounded by a yeellow border.
Note: Partticipants will se
The Sharing Control Bar aappears at the top of your sccreen. Giving control means a selected person
n gains control of your mousee. To give con
ntrol of your program(s): 1.. On the Sharring Control Baar at the top off your screen, cclick Give Conttrol. 2.. From the lisst of names thaat appears, select the person
n to whom you
u want to give control. wing dialog box appears. The follow
3.. Click Ok. To regain ccontrol of yourr program(s): ously press <CT
TRL> <ALT> <SP
PACE>. 1.. Simultaneo
14
Lync 20113 Windows M
Meeting Environ
nment To stop shaaring your proggram(s): 1.. On the Sharring Control Baar at the top off your screen, cclick Stop Sharring. Share a Whiteboa
ard ersion of the w
whiteboards found in most coonference room
ms. Whiteboard has a laser Whiteboarrd is a digital ve
pointer, tyyping tool, draw
wing tools, pen
ns and more. A
A shared whiteeboard is immeediately availab
ble for all meetting participantts to use. Onlyy Presenters caan share a whitteboard. To share a whiteboard: 1.. In the Group Conversation window, hovver over the Sh
hare button. 2.. From the bo
ox that appearrs, select White
eboard. p Conversation window expan
nds showing a stage for all paarticipants to ssee the whiteb
board. The Group
When a me
eeting particip
pant writes on tthe whiteboard, everyone inn the meeting ccan view what is written. 15
Lync 20113 Windows M
Meeting Environ
nment 3..
Select a too
ol from the righ
ht side of the w
whiteboard to add informatio
on to the whiteeboard. eboard: To stop shaaring the white
op right corner,, click Stop Pre
esenting. 1.. Near the to
Give a P
PowerPoin
nt Presentaation An Attende
ee or a Presentter can upload
d a PowerPointt presentation.. Only a Presen
nter can share a PowerPoint presentatio
on. Only a Pre
esenter can givve a PowerPoin
nt presentationn. PowerPoint pre
esentation: To give a P
hare button. 1.. In the Group Conversation window, hovver over the Sh
2.. In the box tthat appears, select PowerPo
oint. 16
Lync 20113 Windows M
Meeting Environ
nment 3..
4..
In the Prese
ent PowerPoint dialog box th
hat appears, seelect the PowerPoint file. Click Open. p Conversation window expan
nds showing a stage for all paarticipants to ssee the presen
ntation. The Group
5..
6..
Navigate th
he presentation
n using the arrows under thee presentation. Click Thumb
bnails to prese
ent the slides in
n a different o rder. e presentation:: To end the
op right corner,, click Stop Pre
esenting. 1.. Near the to
Conducct a Poll It is possible to conduct aa poll or gain a consensus of the meeting pparticipants by offering multiple choices to a question. A poll is anonyymous and insttant with the results displayeed for all particcipants to view
w. Only a Preseenter efault, only Pre
esenters can se
ee the results.
can conduct a poll. By de
To conductt a poll: hare button. 1.. In the Group Conversation window, hovver over the Sh
2.. In the box tthat appears, select Poll. 17
Lync 20113 Windows M
Meeting Environ
nment 3..
4..
5..
6..
In the Creatte a Poll dialogg box that appe
ears, enter a naame for the po
oll in the Poll N
Name: field. Enter a que
estion in the Question: field.
In the Choicces: fields, ente
er up to seven choices from which particip
pants can choose. Click Create
e. of a completed
d poll. Following iis an example o
18
Lync 20113 Windows M
Meeting Environ
nment To allow Presenters and Attendees to ssee poll resultss: oll Actions pop
p‐up menu. 1.. Click the Po
2.. Select Resu
ults are shown to everyone.
e Poll: To end the
op right corner,, click Stop Pre
esenting. 1.. Near the to
Manage
e the Stage
e The most rrecently shared
d item appearss on the stage on top of the ppreviously sharred item. All p
participants seee the same share
ed item at the same time. If a whiteboard,, a program an d a poll are shared, it is not p
possible for tw
wo participantts to view the w
whiteboard wh
hile another tw
wo view the proogram. Only aa Presenter can
n decide which
h shared item
m is viewed. To select w
which shared ittem is currentlyy viewed by all participants:
19
Lync 20113 Windows M
Meeting Environ
nment 1..
2..
In the Group Conversation window, hovver over the Sh
hare button. In the box tthat appears, cclick Manage P
Presentable Co
ontent. 3..
4..
In the Prese
entable Conten
nt dialog box th
hat appears, cllick Present No
ow for an item
m to appear on everyone’s stage. Click Removve to remove aan item that is no longer neeeded. 5..
When you aare done, click Close. Add Vid
deo If a particip
pant has a vide
eo camera connected to their computer, it is possible to aadd video to th
he meeting. A participantt, who doesn’t have a video ccamera, can se
ee the video im
mage of other p
participants wh
ho do have a video camera. ng: To add video to a meetin
1.. In the Group Conversation window, hovver over the Vi deo button. 2.. In the box tthat appears, select Start Myy Video. Only one vvideo image at a time appearrs in the Group Conversation window. The video image d
displayed belon
ngs to the person
n currently speaking. 20
Lync 20113 Windows M
Meeting Environ
nment onversation window of a perrson without a video camera who is able to
o see the video
o Following iis the Group Co
image of a participant wiith a video cam
mera. To turn vid
deo off: 1.. Hover over the Video buttton. 2.. In the box tthat appears, cclick Leave Vide
eo. 3..
In the confirmation dialogg box that appe
ears, click Ok.
21
Lync 20113 Windows M
Meeting Environ
nment Record a Meetingg deo and audio of everything that is shared during a meetting. Recordingg notification Presenterss can record vid
appears in the Group Conversation win
ndow of all parrticipants and rremains until rrecording endss. To start recording: om right corner of the Group
p Conversation window, click the ellipsis. 1.. In the botto
2.. From the m
menu that appe
ears, select Start Recording.
Recording controls appeaar near the botttom of the window to pausee, resume or sttop recording. To end reccording: op icon. 1.. Click the Sto
Recordiing Managger Windows user d
directory on yoour hard drive in Windows m
media (wmv) format. All Lync reccordings are saaved to your W
Lync Recorrding Managerr displays a list of all recorded
d meetings andd allows you to
o play, renamee, convert to M
MP4 or publish a recording direcctly to SharePoint. There are two ways to aaccess the Reco
ording Manageer. e in a meeting: To access tthe Recording Manager while
22
Lync 20113 Windows M
Meeting Environ
nment 1..
2..
In the botto
om right corner of the Group
p Conversation window, click the ellipsis. From the m
menu that appe
ears, select Maanage Recordin
ngs. he Recording M
Manager when not in a meetiing: To open th
w next to the O
Options button
n. 1.. In the main Lync window,, click the arrow
2.. From the m
menu, select To
ools ‐> Recording Manager.
End a M
Meeting meeting: To end a m
nversation win dow, click the red handset. 1.. In the top right corner of the Group Con
e Group Converrsation open in
n case you wan
nt to rejoin thee Using the aabove method to end a meetting leaves the
meeting w
with one click off the Rejoin bu
utton. To end a m
meeting and clo
ose the Group Conversation w
window: 1.. In the top right corner of the Group Con
nversation win dows, click thee X. 23
Lync 20113 Windows M
Meeting Environ
nment