Lync Create an Online Meeting

Transcription

1 Lync Create an Online Meeting Creating and Joining an Online Meeting After opening Outlook 2010, navigate to the Home tab and select New Items > Online Meeting You'll want to take a moment to make sure the meeting options are set to your preferences by clicking Meeting Options. People who will need to present shared content will need to be set as Presenters. Navigate to Meeting Options > Access and Presenters > People I choose Manage Presenters and add their addresses to the list.

2 Once the meeting is configured click send on the invite just like an Invitees will receive an with the join coordinates: They will also get an Outlook reminder that they may use to join by clicking Join Online:

3 Outlook expects the default browser to be IE. Chrome users can install the IE Tab extension as a workaround. Once installed click the IE icon in the Chrome toolbar and then the funnel icon to configure URLs that you want IE Tab to automatically handle. In this case: edu\* ( After clicking Join Online a browser window is launched: Then quickly starts the Lync Online Meeting instance: Sometimes people need to quickly copy and paste the meeting info to participants. This is easily done by clicking Join Information and Meeting Options

4 which will display the info to be copied and pasted: As of there is a toll-free option included in the dial-in details for participants who require a toll-free option. If the IM(attendee) list isnt showing you can click the IM button on the top left to expand it: if the stage isn't showing click Share > Show Stage:

5 Some people like to see the File menu which isn't shown by default. To turn this view on, navigate to the double right arrow next to Share and select Show Menu Bar: Your meeting view will then look like this: Here's a screenshot from a past session of CITES' Awesome Docs series where the presenter was not sending video:

6 If you'd like to send video of yourself while attending you'll need to click Add Video from the meeting window: You may need to configure video and audio options if your webcam isn't sending or the audio isn't working as expected:

7 As a presenter there are several sharing options such as Desktop and Program: Some people will share their entire desktop and present from PowerPoint or Acrobat which is OK as long as you don't mind your entire desktop area shared and anything that pops up to also be shared. Selecting Desktop results in the entire area of the screen bordered in gold and a confirmation banner at the top of your screen: There is also the option to share just a particular Program which must be open before selecting it to share and will be displayed in the stage portion of the meeting window:

8 When finished sharing either the desktop or particular programs, click the Stop Sharing button at the top of your screen: To end your participation in the online meeting, click the red x at the top right portion of the meeting window. Recording an Online Meeting If you'd like to record a meeting and have permissions to do so, click the red dot at the bottom right portion of the meeting window: It's probably most effective to start the recording and hit pause before the meeting starts and unpause the recording just before the meeting begins. Be aware - Guests have mics turned on by default and will need to have their mics muted by scrolling down the participant list and muting them until it's time for discussion (thanks Deena Strong) Once recording is activated the red dot will be gone and a square for stop will be enabled: After clicking the Stop Recording icon, a tool tip and a dialog box appears prompting for a title:

9 After selecting a title the Recording Manager begins encoding and your video and audio file to a.wmv and is available shortly afterwards. By default the path is C:\Users\yourusername\Lync Recordings Once complete, the.wmv file may be shared via or your prefferred means. Title, date, duration, organizer and participants are automagically captioned to the beginning of the video file, even if it only contains audio: