Online Meetings
Set up, start, and join an online meeting
Use Microsoft® Lync™ 2010 communications software to schedule an
online meeting or conference call, start an unscheduled sharing and
collaboration session, join a meeting, and set your audio
preferences. For more details about all of the tasks in this guide,
see Work
Smart: Schedule and join a Lync 2010 online meeting.
What do you want to do?
Schedule an online meeting or conference call
Schedule an online meeting or conference call in the Microsoft®
Outlook® messaging and collaboration client by using the Online
Meeting Add-in for Microsoft® Lync™ 2010. The Online Meeting Add-in
for Lync 2010 is installed automatically when Lync 2010 is
installed.
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 request in
Outlook, do the following:
- In the Outlook Calendar, on
the Home tab, click New
Online Meeting (in Microsoft® Outlook® 2010)
or Online Meeting (Microsoft® Outlook®
2007).
Change meeting access and presenter options
The default online meeting options 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 Online Meeting Options dialog box to
help you determine the following:
- Who should wait in the lobby before being admitted to the
meeting?
- Who should have presenter privileges during the meeting?
To set access and presenter options, do the following:
1. In the meeting request, on
the Meeting tab, in
the Online Meeting group, click
Meeting Options.
2. In the Online
Meeting Options dialog box, select
the Customize access and presenters for this
meeting check box.
Start an unscheduled meeting
To start an unscheduled meeting by using the Meet
Now command, do the following:
1. In the Lync main window, click
the Show Menu arrow 
, and then click Meet Now.
2. In the group conversation
window, click the People
Options button 
, and then do one
of the following:
- To invite people from your Contacts list,
click Invite by Name or Phone Number, type a
phone number or select one or more contacts, and then click
OK.
- To invite people by sending an email, click Invite
by Email, and then fill out the meeting request.
Join a scheduled online meeting or conference call
To join a scheduled meeting or conference call, do the
following:
1. In the
Outlook Calendar, open the meeting you want
to join.
2. In the meeting request,
click Join online meeting.
Join an unscheduled meeting
You may be invited to an unscheduled or Meet
Now meeting or to a meeting that is already in
progress.
- In the notification that appears in the notification area, at
the far right of the taskbar,
click Join.
Set audio preferences
You can set up Lync to connect to the meeting audio the same way
every time, or to prompt you for a choice.
1. In the Lync main window, click
the Options button 
.
2. In the Lync -
Options dialog box,
click Phones, and, under Joining
conference calls, in the Join meeting
audio from box, do one of the following:
- To use integrated computer audio during meetings,
click Lync.
- To have the Microsoft® Lync™ Server 2010 call you, choose a
phone number from the list.
NOTE If you don't see the
phone number you want, enter it under My phone
numbers, at the top of the dialog box.
- To use a phone to call into meetings, choose Do
not join audio
3. (Optional)
Under Joining conference calls, select
the Prompt me before joining to confirm or select
another audio source check box. Choose this option if
your audio preferences change frequently.