Lync Meeting Quick reference v1.1

Join a Lync Meeting

  1. In the meeting request, click Join Lync Meeting or click Join Online in the

    meeting reminder.

  2. On the Join Meeting Audio window, select one of the options:

    Use Lync (full audio and video experience)

    You can use computer audio and video with your computer's built-in devices, or a headset and camera.

    Call me at:

    Lync calls you at a number you provide.

    Don't join audio

    Select this if you prefer to call in to the meeting audio with a phone. Use the conference numbers and ID in the invitation to dial in.

    Do I need a PIN, work number or extension?

    Not always. Most of the time when you call in to the meeting, you get connected right away. You only need a PIN and extension if:

    • You're the leader (Organizer) of the meeting, and calling from a phone that isn't connected to your account; such as a cell phone.

    • You're an attendee, but the meeting is secured and you need to be identified before joining, (referred to as Authenticated caller).

When prompted, use your phone dial pad to enter your number and PIN.

Please Note:

Customer's currently on the Lync 2013 Enterprise (IM/Presence & Conf) User subscription will be unable to set a PIN for Lync voice conferences as this feature requires a phone number assigned to them, which is not included in the above plan.

If a user attempts to set the PIN manually via the Meeting URL they will receive the following error:


"A phone number has not been configured for you. Please contact your support team with this information."


This must be reported to the Technical Support team who will escalate if necessary and manually set a PIN for the SIP address; this PIN must be a minimum of five digits and can be specified by the customer if necessary.

After the PIN has been assigned, the customer can then dial-in to the conference meeting and use the PIN to ensure they are given the privileges of "scheduler".

Lync 2013 Quick Reference Recording and Play back

Schedule a Lync Meeting

You can simply schedule an Lync Meeting by using the Outlook add-in for Lync.

  1. Open your Outlook calendar and on the Home tab, click New Lync


  2. In the meeting request, add recipients, a subject, agenda, and date/time.

The meeting request contains the meeting link and audio information that the participant can use to join the meeting or conference call.

Set meeting options

You can customize your meeting options to fit your requirements, meeting type, and the participants. For example, customize access, presenters, video sharing permissions, and so on.

In the meeting request, click Meeting Options, then click A new meeting space (I control permissions).

  • To control meeting access, select an option under These people don't have to wait in the lobby.

  • To choose presenters, select an option under Who's a presenter?

  • To mute all attendees and prevent them from sharing video, use the options under Do you want to limit participation?

Lync recording captures audio, video, instant messaging (IM), application sharing, PowerPoint presentations, and whiteboard.

  1. Click More options in the meeting, and then click Start Recording.

  2. Use the controls at the bottom of the meeting room to pause, resume, or stop the recording.

  3. After the recording is stopped, Lync automatically saves it in a format that plays in Windows Media Player and Zune.

  1. Click Manage Recordings on the

    More Options menu, and highlight the recording to play, rename or delete.

  2. You can also click Browse to go to the location the recording and make a copy of the file to post on a shared location for others to view.

Manage participants

  1. Pause on the people icon to manage participants individually or as a group.

  2. Under the Participants tab, right-click a person's name and use the options to mute, unmute, remove, etc.

  3. Click the Actions tab, then:

    • Invite More People to add


    • Mute Audience to eliminate background noise.

    • No Meeting IM to turn off IM

    • No Attendees Video to block attendees from starting their video.

    • Hide Names to hide the names on the pictures.

    • Everyone an Attendee if you have too many presenters.

    • Invite by email to send email invitations to additional people.

Share your desktop or a program

During a Lync Meeting, you can share your desktop, or a specific program.

  1. Pause on the presentation (monitor) icon.

  2. On the Present tab:

    • Click Desktop to show the entire content of your desktop.

    • Click Program, and double-click

      the program you want.

  3. Click Give Control on the sharing toolbar at the top of the screen to share control of your sharing session with another participant.

  4. You can take control back at any time by clicking Give Control, and then Take back control.

  5. When you have finished presenting, click Stop Presenting on the toolbar.

Share a PowerPoint presentation

  1. Pause on the presentation (monitor) icon.

  2. On the Present tab, click PowerPoint, and upload the file in the meeting.

  3. To move the slides, click Thumbnails, and click the slide you want to show,

    or use the arrows at the bottom of the meeting room.

  4. To see your presenter notes, click Notes.

  5. Click the Annotations button on the upper-right side of the slide to open the toolbar, and then use highlights, stamps, laser pointer, and so on.