Tuesday, 4 February 2014

Schedule a conference call

Online meetings can be scheduled using your Outlook calendar. Open a new appointment and select “Lync Meeting”:

You will see that the meeting information is automatically included in the appointment body ready for you to send:

Lync Online Meetings Guide

Creating a Lync Online Meeting
There are 2 ways in which an Online Meeting can be organised.
1.       Schedule a meeting in Outlook
a.       Select a time slot in your calendar and then select “New Lync Meeting”:

b.       Add the person you wish to invite to the meeting. Lync will auto populate the meeting join information ready for you to send:

c.        To join the meeting using the same link that you just emailed to the customer.

2.       Start the meeting immediately from Lync
a.       From the Lync menu select “Meet Now”:

b.       Select the audio experience:

c.        Get the meeting join information by selecting the additional options menu (…) at the bottom right of the conversation window:

d.       Copy or read out the join information – the meeting can be joined by dialling in to the listed phone number and using the conference ID, or via the web browser for a richer experience via the meeting link:

What will the customer see??

Once you have provided the meeting join information, the customer can join the meeting in 2 ways.
  1. Over the phone – If this is an audio only conference they can dial-in to the conference using the dial-in number and conference ID.
  2.  Online Meeting – If you want to share content such as your screen, the customer should follow the provided meeting link. This will open the following page in a web browser:

The customer should enter their name and select “Join the meeting”. If this is the first time they have used Lync Online Meeting they also need to install the Lync Web App plug-in as highlighted above.

To install the Lync Web App the customer should follow the provided instructions which look like this:

NOTE: Once installed the customer may be prompted by Windows firewall to allow the connection
Before joining the meeting the customer will be prompted to allow the Lync Web App plugin to run:

Once the customer has joined the meeting, depending on the meeting configuration (which will be talked about later in this document) the customer may require admission from the meeting lobby. Select “Admit” to enter them in to the conference or “See Lobby” for further information:

“See Lobby” option:

Setting Meeting Permissions

Depending on how you organise the meeting there are 2 ways in which you can change the meeting permissions:

1.       If you are creating the meeting using Outlook -

Select “Meeting Options”:

Select the options that you require. Below is a common configuration:

“A new meeting space” has defined permissions as in the above example. If you don’t require any restrictions on your meeting use the default setting “My dedicated meeting space”.

Under the “Phone” tab you can specify from list of available calling regions. This calling region will be number displayed for dial-in.

The participant can still search for local numbers by following the “Find a local number” link in the Outlook meeting request.

This information can also be accessed from the Lync Meeting Entry Info mentioned in more detail earlier in this document:

2.       If you created the meeting using the Meet Now option -

Selecting the additional options menu (…) at the bottom right of the conversation window and Select “Lync Meeting Options”:

Select the options that you require. Below is a common configuration:

Lobby – here you can decide who can get directly into the meeting without waiting in the lobby. If a particular attendee is required to wait in the lobby the meeting organiser will have to admit them as mentioned earlier in this document.
Presenters – By making an attendee a presenter you give them the ability to control the meeting and its content.

Join and online meeting

To join a scheduled online meeting simply select the “Join Lync Meeting” link included in the appointment:

If you have Lync installed the meeting will automatically start, otherwise you will be presented with options for joining the meeting. You and your participants can also dial-in using the supplied local number or by searching “Find a local number”:

When dialling in use the conference ID to enter the meeting. If you are the conference leader you will also need your PIN.

NOTE: For more information see our Online Meetings guide.

Schedule an online meeting

Online meetings can be scheduled using your Outlook calendar. Open a new appointment and select “Lync Meeting”:

You will see that the meeting information is automatically included in the appointment body ready for you to send:

Dial-in Conferencing

Dial-in Conferencing allows you to set up and maintain your own conference room where you can invite anyone to join using Lync or a standard phone.

Register to use dial-in confernecing

If you intend to host or attend a conference call with external parties, you will need to set your PIN, Passcode and Conference ID in the Dial-in Conferencing system.
When you dial in from a phone you will be given the chance to enter your PIN to enter as the leader.  Please note:  When calling from Lync you will be automatically authenticated so a PIN is not required.  
To configure Dial-in Conferencing select the cog menu then “Tools” – “Dial-in Conferencing Settings”.

Click “Sign-in” and enter your Lync credentials:

If this is the first time you have logged in your will be asked to create a PIN number:

Note your unique conference information and the available dial-in numbers:

Use your “Phone Number” or “Phone Extension” to identify yourself when dialling in and your PIN to authenticate:

Setup an ad-hoc conference call

A meeting between co-workers and other contacts is easy using Lync.  Simply select “Meet Now” from cog menu:

To invite people hover over the people icon and select “Invite More People”:

Search people by name or phone number:

If you are planning to share content with external parties that don’t have Lync you will need to provide them the meeting link. This can be accessed from the additional options menu (…) by selecting “Meeting Entry Info”:

NOTE: For more information see our Online Meetings guide.

Voicemail options

Once you have accessed your Voicemail, you will be prompted to use the default voice recognition system to speak any of the following options:

Personal Options

Setup voicemail

Using the voicemail options menu or dial-in option above, you can call in to configure your mailbox:

The first time you call in to voicemail you will be asked to record your name and a personal greeting.

Retrieve voicemail

You can retrieve your voicemail in one of 3 ways:

1. Outlook - Voicemail is delivered to your Outlook inbox and can be played directly from the message.

2. Lync - Voicemail can be retrieved from the Lync client by selecting the phone tab. To play the voicemail hover over the left hand side of the message and then select the play button:

3. You can also call your voicemail box using the voicemail options menu:

4. Dial-in – You can dial in using any phone to the dial-in access number. You will need to know your Lync number or extension, as well as your PIN. See the dial-in conferencing section below for information on how to find these details.

Redirect unanswered calls

By default if voicemail is enabled unanswered calls will be redirected to your voicemail box. You can change these settings from the “Call Forwarding Settings” option mentioned above.

Call forwarding

There are 3 call forwarding options that can be accessed directly from the call forwarding menu at the bottom of Lync:

  • Turn Off Call Forwarding
  • Forward Calls To
  • Simultaneously Ring

For more advanced call forwarding options select “Call Forwarding Settings”

Redirect a call

When you receive an inbound call you have the option to redirect it rather than answer. You may wish that the call to goes straight to voicemail, or you may be out the door and want to redirect it to your mobile.
Select “Options” from the call notification pop up and select where you want to redirect the call:

Transfer a call

Hover over the phone icon then select “Transfer Call”.  You can select one of your own numbers or “Another Person or Number” :

If you choose the later you can search your contacts or enter a number:

Answer and incoming call

When you receive an incoming call a notification will pop up. Select the phone icon to answer the call:

Phone Someone

Type (or copy/paste) the phone number, and either press Enter or double-click the highlighted number.

OR hover over the contact picture and use the phone icon

NOTE: This option will automatically call the last number you used for that contact (i.e. Lync call, work number, mobile number etc). 

OR to reveal a list of available numbers for the contact select the arrow next to the phone icon.

If you would like to leave one of your contacts a voicemail without disturbing them select the “Voicemail” option.


Once the call is initiated a call window will open: