Running a webinar using Microsoft Lync
About Lync
Lync is a communication and web conferencing tool that may be used for a
number of purposes. For example Lync could be used:

as a general communication tool by instant messaging, audio or video chat

holding a planned online seminar with a small group of students

creating a virtual office session for personal tutoring

using Lync as a recording tool and then making these recordings available
for students, e.g. a lecture/ presentation or providing feedback

holding online course/ committee meetings
There are two main versions of Lync: a full client, installed on most Nottingham
Trent University computers and a freely downloadable, trimmed down version,
called Lync Attendee.
If you are presenting from a NTU computer (i.e. an IS managed computer) then
Lync should already have been installed. You can check by looking for it in the
Start menu under a folder labelled Microsoft Lync.
If Lync is not installed, you should contact the ITS service desk about requesting
that it be installed (this will be a straight forward procedure).
Off campus access
Although presenting via Lync outside of the University is possible, e.g. on a
NTU/ IS managed laptop, you may find it troublesome. For more details see
http://lynchelp.ntu.ac.uk
Attending a Lync session off campus and/ or on a non-university computer is
however, relatively straight forward.
Lync attendee may be downloaded and installed freely, (although administration
rights on any NTU laptop may present a temporary barrier – contact ITS service
desk).
The following advice covers what to do/ think about when using Lync to hold a
web based session with a group of attendees.
What can be done with Lync?
A web based seminar session may include all or a combination of these
presentation elements:

instant messages, audio or video conferencing (chat)

sharing of your computer desktop view, this could include, for example:
o
a web page of a useful resource;
o
a demonstration of how to use a web based app
o
any software you have installed on your computer
o
information and digital literacy training
o
presenting a powerpoint or any other presentation format

gauging understanding using a polling feature

file sharing

using an interactive whiteboard
Before the session (about a week before if not sooner)
Overview of preparation
Prepare in advance:

a quiet room, ensure you’ve booked it

joining instructions have been customised and invitation text has been
written

Lync is set up and has been tested on any presentation/ moderation PCs
and or laptops.

equipment needed is booked – headsets (microphone and headphone unit),
webcam network cable and charger for laptop.

attendee list and running order

a moderator (if needed) is organised
Detailed list for preparation
1. Testing and practicing with Lync: Ensure that Lync works on the
computer where you plan to present from and that you are versed in how
to use it.
2. Create a Lync event: (see http://lynchelp.ntu.ac.uk/ ‘Meetings and
conference calls – How to schedule’)
3. Setup instructions: Send out instructions and joining details for
attendees so they can prepare to attend the session (See ‘Preparation for
attending a Lync Session.docx’).
Preparation for
attending a Lync Session.doc
Ensure you customise this document by changing the ‘Join online meeting’
link in the document to the one that you’ve created in your outlook event.
4. Participant instructions: Include any instructions on what attendees are
expected to do prior, in preparation for the session. Ensure to include
instructions to login to the session to set up their audio and/ or video prior
to the official start of the meeting/presentation.
5. Attendee list: Create a list of expected attendee names and their contact
phone numbers (you may need their number on the day to help them
connect).
6. Interactivity: plan and build in questions, surveys into the session and
decide how participants will interact.
7. Add or prepare any content: to your Lync session that you plan to use
in the actual session. Run through any content that you’ll plan to use in
the session and become comfortable with how to use Lync (it’s useful to
see it from an attendee’s point of view so you know what they looking at).
8. Rehearse: If you can, it is recommended that you try-out your Lync
presentation using two computers side by side. One device for the
presenter, and one showing the attendee’s view of the session. You could
try sending an invitation to your webmail (e.g. Google email) address. This
is very useful in building your confidence and Lync skills.
9. Test recording: The record button is located under the double chevron
icon as highlighted below.
10. Get help: If you think it would help you with running the session or you
have a large group, appoint a moderator who will assist with handling
latecomers, questions and feedback so you can focus on the presentation.
Make sure they know their task and how/when you’d like them to
contribute to the session i.e. establish a communication protocol.
11. Check resources: If moderator is using a laptop, check it has the
software, network cable, charger and headphones (headphones will allow
you to check the main audio is working and eliminate feedback from the
laptop e.g. if you forget to mute speakers on the laptop).
12. Script it: Prepare a running order prompt sheet This is a type of script
with reminders what to load into Lync, when to press record, reminders for
yourself and announcements that you would like to make (the pressure of
dealing with the technology may make you forget some items). A sample
is shown below (see ‘Example of a running order prompt sheet’ below).
13. Check equipment: that your headphones and microphones work well and
they are adjusted for using Lync.
14. Check features: Test the recording of the event (if applicable). Be
familiar with how to control the session interface.
15. Book a suitable room in which to present – the presenter and the
moderator (if present) will each need a computer.
16. Permissions: Edit settings in Lync to reflect the permissions you want.
You can find this under the ‘Join Information and Meeting Options
link’ e.g. whether everyone can annotate a powerpoint slide. participants’
permissions to edit Shared Notes, max number of simultaneous speakers
(tools>audio simultaneous talkers) and to where the recording will be
saved.
Immediately prior to the session, on the day
1. The presenter should enter the session 30 minutes before the session start
time to assist participants with logging in and overcoming any technical
difficulties prior to the start of the meeting/presentation. Allow additional
time at the end for wrap up and overrun time.
2. Take all equipment prepared previously.
3. If not done previously, ensure any content you’ll be presenting is preloaded, works and is ready to go:
a. Load up any webpages
b. Set up any polls
c. Transfer any content from memory sticks or dropbox, etc…
4. Check mic and headphones are working (Lync > Settings > Options >
audio device
5. Check your webcam if you are using it (Lync >Settings > Options > Video
device.
6. Remember to mute your microphone (and ask attendees to do so when
they are not speaking).
7. If you are using a webcam, locate and click the Pop out video text at the
top of the video image. Minimise this to free up space for the IM window
and help avoid a visual distraction when you are presenting. Click Pop in
video at any time.
8. Have some sheets of paper and a marker pen handy – the presenter and
the moderator may find them useful to communicate with each other in
this way during the session.
9. Familiarise yourself with how to use Lync options:
a. How to organise your view of the Lync screen e.g. where the
instant messaging tool and the video tool appear;
b. how to set up and share a whiteboard, programmes and
presentations (Share menu);
c. how to add attachments you will share (paper clip icon);
d. How to turn on/off session recording (double chevron on right)
10. Familiarise yourself with the ‘Join Information and Meeting Options’ shown
below. The phone number can be used to hear the session for anyone who
cannot connect in any other way. The URL can be sent by email and
opened in a browser or added as a link to a web page. Both methods allow
others to quickly join a +session if needed.
11. Put sign on door if you don’t want to be disturbed (see the last page of
this document.
At the start of the Lync session:
1. Check that all participants are able to access your session, can hear you
and see the session content and features you are sharing.
2. If applicable, at the start of the session, seek permission from attendees
for recording the session (if applicable) and state how the recording will be
subsequently used e.g. shared with course colleagues for review via a
NOW learning room.
3. Ensure you start the webinar by summarising what attendees can expect
of the session
a. how to indicate problems using instant messaging and emoticons,
b. how to ask questions and when,
c. your plans to record the session and purpose (if applicable)
4. If using microphones, remind participants to mute their microphone when
not speaking.
5. Remind everyone that the event will be recorded
6. Tell or show everyone what you plan to do during your session.
7. During the session refer to your running order/ prompt sheet.
Example of a running order prompt sheet
Step
To do
To say
1
Turn mic on.
Hello, Can you hear me clearly? If so please write
into the Instant Messaging window
Explain where the window can be found.
2
Introduction
Welcome to my webinar session. This is X here and
I’ve got Y sitting opposite moderating the webinar.
3
Make webcam live.
Can everyone see me? (if using webcam)
4
Establish a webinar
protocol.
This is a fairly informal session about Using audio,
video and images in NOW. Happy to take questions
as we go along.
Please feel free to write any problems/ questions you
have in this window (use emoticons to attract
attention.
Recommend the ‘Light bulb’ for a question and the
‘X’ ‘Cross’ for a problem).
5
Introduce the
instant messaging
window
You can interact with the presenters and the other
participants today by typing questions and comments in
Instant messaging window.
6
Check for view of
content
Can you see the content I’m sharing? Respond with a ‘Tick’
or an instant message.
When desktop sharing you may need to advise participants
to scroll around and/ or use the fit to window/ full screen
option in the bottom right hand corner of the shared
content window.
Note, when full screen Instant Messaging window cannot
be seen)
7
Recording
Remember that today we are recording the webinar and
8
(if applicable)
will share it within NTU to colleagues who did not attend
the today or for revision later. It will only be shared within
your NOW learning room. Messages will also be saved with
the recording.
Microphones
Would anyone like to test their microphones?
Explain how to mute and unmute your mic, use dial in
option for the session: ‘Join information and Meeting
options’ link
9
Ice breaker activity
Can everyone introduce themselves in the instant
messaging window.
10
State end time
The webinar will end today at 2pm
11
Questions
Any questions before we start?
12
Let’s get started
Further resources
More detailed information on how to use Lync can be found in following futher
resources:
http://lynchelp.ntu.ac.uk
Do Not Disturb
Video conference
in progress