This course covers: Scheduling a Lync Online Meeting Join Your Lync Online Meeting Conducting a Professional Presentation Collaboration with Anyone Anywhere Collaboration with Anyone Anywhere Microsoft ® Lync ™ Online Conferencing and Collaboration

Scheduling a Lync Online Meeting

Schedule an Online Meeting Use any of the following options to start scheduling an online meeting: On the Home tab in Outlook, click New Items, and then click Online Meeting. Go to Calendar view in Outlook and then click New Online Meeting on the Outlook ribbon. In your calendar, double-click the time that you want to have the meeting, and then click Online Meeting in the toolbar.

The Meeting Invitation The invitation opens with the meeting link and conferencing numbers included. Add the addresses of the invitees in the To box, and type a subject for the meeting. Add the meeting agenda above the dotted line NOTE: Changing the meeting information below the dotted line may prevent the participants from joining your meeting.

Meeting Options Default Meeting Options You can use the default options for internal, collaborative meetings, which allows all participants from your company to bypass the lobby and sign in as presenters. In that case, skip the meeting options and send your invitation. Customized Meeting Options To change the meeting options, click Meeting Options on the Outlook ribbon to modify the Access Level, Presenters, and Audio settings.

Meeting Options Customized Meeting Options Continued In the meeting options window, select Customize access and presenters for this meeting. Be aware that by selecting this option, you will have a new meeting link and conference ID. Under Access & Presenter, select the options as appropriate.

Customize Access to the Meeting (Lobby) Select who can sign in to your meeting without waiting in the meeting lobby. The lobby is a virtual waiting place that controls access to the meeting. You receive a notification in the meeting when someone is in the lobby, and have the option to allow or deny access. Organizer only (locked) Select when you want to have more control over who joins your meeting, or if you don’t want people viewing your content before the meeting. People I invite from my company Select when you want to allow only people you have invited from your company to bypass the lobby. People from my company Select when you want to allow anyone in your company to directly access the meeting. Everyone including people outside my company: select when you have participants external to your company and want to allow them sign in directly.

Customize Presenter Options By default only presenters and organizers can share their desktop and applications, present files, and manage meeting options To modify the presenter permission, select one of the options under Presenters. Be aware that all the presenters have full control over the meeting content and tools. Organizer only Select when you are the only one presenting. People from my company Select for internal, small meetings, where all participants need to present. Everyone including people outside my company Select when multiple people need to present, and you are inviting presenters from outside your company. People I choose Select when you want to have specific people to be presenters (recommended). Click Manage presenter, and then add people that you want to present. Tip: You can also promote attendees to presenters in the meeting. Right-click an attendee’s name in the People pane, and then click Make a Presenter.

Send Your Invitation After setting up the meeting options, verify that you have the correct date, time, invitees and other information, and then click Send. The meeting request appears on your calendar, and invitations are sent to the participants.

Activity Schedule a test Lync Online meeting using Outlook, and set the roles and permissions: 1.Open Outlook and go to calendar view, and then click New Online Meeting. 2.Type a meeting subject, and then select date and time. 3.Add a few of your colleagues in the To box. 4.Click Meeting Options on the Outlook ribbon, and then click Customize access and presenters for this meeting. 5.Under Access, choose who can join your meeting without waiting in the lobby. 6.Under Presenters, select People I choose, and then click Manage Presenters and add the presenters. 7.Click OK when you’re finished, and then send the invitation. 8.Verify with your colleagues that they received the invitation.

Join Your Lync Online Meeting

Join the Meeting To join your meeting, choose one of the following methods: Open the Outlook invitation, and then click Join online meeting, or the meeting link. If you have Microsoft Outlook 2010, click Join Online in the Outlook reminder. Copy and paste the meeting link into a browser window. Join Online Meeting

Select an Audio Option You can connect to the meeting audio by: Calling in by using the phone number supplied by your Audio Conferencing Provider (ACP). Please be aware that your account might not be set up with this option. Using Lync computer audio. Do Not Join Audio Select this option if you want to call in to the meeting audio from a phone, using the audio conferencing numbers. Use Lync (integrated audio and video) Select this option if you want to use computer audio. Make sure that your microphone and speakers are working correctly. Call me at Select this option if you want Lync to call you, and at a number that you specify. Be aware that this option might not be available for your account.

Conduct a Professional Presentation

Share Content and Collaborate After you log on to the meeting, you can use different options to share content and present: Share desktop Share a program Give and take control of sharing session Use a PowerPoint presentation Insert a whiteboard Insert a poll slide Add attachments Take notes using OneNote

Share Your Desktop 1.In the online meeting click Share, and then click Desktop. 2.Notice the sharing bar at the top of the screen. 3.Minimize the meeting window when presenting. 4.Click Stop Sharing on the sharing bar when you’re finished. Share your desktop when you have a live demonstration, and need to switch between applications and windows. Be aware that everything on your desktop is visible to all participants.

Share Your desktop Click to play video (24 sec)

Share a Program 1.Open the program that you want to share. 2.Click Share in your meeting, and then click Program. 3.Double-click the program. 4.Notice the sharing bar at the top of the screen, and the glow around the application. 5.To stop sharing your application at any time, click Stop Sharing. Share a program when you’ll be working within one application only. Only the application you’ve selected will be visible to the participants, and no one can see any other programs that you move to.

Share a program Click to play video (38 sec)

Give and Take Control of Your Sharing Session 1.Click Give Control on the sharing bar at the top of the screen. 2.Click the name of a person to share control with, and then click OK on the confirmation box to continue. When you start sharing, you’re the only one in control of your screen, but you can allow others to take control of your sharing session to contribute to your demonstration. Give Control 3.This person is now in control of your sharing session and can use their keyboard and mouse to control your shared content. The option to Release Control also becomes available on their Online Meeting toolbar. 4.To take back control, click Take Back Control on the Give Control menu.

Request Control of a Sharing Session You can allow all participants to take control of your sharing session automatically using the following steps: 1.On the sharing bar at the top of the screen, click Give Control, and then click Automatically accept control requests. Click OK. 2.The option to Request Control becomes available to all meeting participants and requests are automatically accepted. Note: Only one person can be in control at a time, and you can clear the option at any time by using the commands on the Give Control menu. Participants can request control of your sharing session at any time, and you receive a notification to Accept or Decline the request.

Deliver a PowerPoint Presentation If you are presenting static data, such as reports, charts, comparison graphs, and so on, you can use PowerPoint, which is more suitable for formal meetings and lets you use helpful tools to show the points. 1.Click Share in your meeting, and then click PowerPoint Presentation. 2.Double-click the PowerPoint presentation that you want to upload. 3.To move the slides, use the arrows at the lower right corner of the meeting window. 4.Click Show Presenter Notes to see your notes. 5.Use the controls at the bottom of your meeting to help you present. Examples of controls are annotation and the laser pointer. 6.To stop showing the PowerPoint presentation, click Stop Presenting. Show ThumbnailsAnnotation ToolsShow Presenter Notes

Share a PowerPoint Presentation Click to play video (24 sec)

Insert a Whiteboard Use the whiteboard to post a note to everyone in the meeting or use as a fresh page on which to brainstorm. Everyone in the meeting can write and draw on the whiteboard. 1.Click Share in your meeting, and then click New Whiteboard. 2.Start writing or drawing, using the tools at the bottom of the meeting, such as text, lines, arrows, and laser pointer. 3.To see who added the content, pause the mouse pointer over the content. 4.The whiteboard is automatically saved in the meeting. To save a local copy on your computer, click the Save button. 5.Click Stop Sharing when you are finished.

Insert a Poll Slide Polling is a great way to get people to interact in your meeting, find out what they think about the ideas, or ask questions about any topics to gather information and compile preferences 1.Click Share in your meeting, then click New Poll. 2.Type the poll name, a question, and the choices. 3.Click OK when you’re finished. 4.Participants select the options to answer your question. 5.Use the control buttons at the bottom of the poll page to manage the poll page, such as open, close, show, or hide results. 6.To save the poll locally on your computer, click the Save button.

Take Meeting Notes with OneNote Use Microsoft OneNote to take notes in your meeting. The names of the meeting participants are automatically pulled from the meeting and saved in OneNote. 1.On the Online Meeting toolbar, click Actions. If you don’t see the toolbar, press the Alt key on your keyboard to activate the toolbar. 2.Click Take Notes Using OneNote. 3.OneNote opens and you can type your meeting notes. 4.A list of the meeting participants is also automatically inserted in OneNote.

Add or View Attachments (file transfer) Add a file to your meeting, such as a handout or your presentation for the participants to download locally on their computers. 1.Click Add or view attachments, then click Add Attachments. 2.Select a file then click Open. 3.By default, everyone in the meeting can save the attachment locally. To control access, click the arrow next to the file, point to Make Available to, and then select one of the following: Organizer, Presenters, Everyone. 4.Participants in the meeting can click the Add or View Attachment button, and then click the file to download it locally.

Activity Share your desktop and applications 1.Log on to a test Lync Online meeting. 2.On the Share menu, click Desktop. 3.Note the sharing bar and the notification in your meeting. 4.Click Preview to open the stage area. 5.Click Stop Sharing on the sharing toolbar. 6.On the Share drop-down menu, click Program. 7.Select a program to share. Note the sharing bar and the notification in your meeting. 8.Click Stop Sharing.

Activity Upload a PowerPoint presentation 1.On the Share menu, click PowerPoint Presentation. 2.Select the PowerPoint presentation, and then click Open, or double- click the file to upload. 3.Use the tools at the bottom of the screen to move the slides or annotate on your PowerPoint slides. 4.Click Stop Sharing.

Activity Insert and use a Whiteboard 1.On the Share menu, click New Whiteboard. 2. Use the tools at the bottom of the screen to annotate on your whiteboard. 3.Click Insert Image, and then select an image to insert on your whiteboard. 4.Use the stamps button to insert Arrow, Check and X Stamps. 5.Click Stop Sharing.

Collaborate with Anyone Anywhere

Collaborate with Your Contacts You can collaborate with other people without having to schedule a meeting. 1.Double-click a contact’s name to open a conversation window. 2.On the Share drop-down menu, choose any of the options: Desktop or Program sharing PowerPoint Presentation New Whiteboard or New Poll 3.Use the collaboration features and Share options in the same way that you use them with scheduled meetings. 4.To add audio, click Call, and then Lync Call.

Start an Unscheduled Online Meeting (Meet Now) 2.Click the People Options menu to invite participants. To invite someone within your organization, click Invite by Name or Phone Number.. Use Meet Now to quickly start an impromptu online meeting and invite participants 1.Open Lync, click the Options dropdown menu button, and then click Meet Now.

Start an Unscheduled Online Meeting (Meet Now) To invite someone within your contact list by clicking on their contact card. You can hold the shift key down and select multiple contacts. You can also type a name in the Find a contact text box to search for people not in your contact list. Click OK to start a Meet Now meeting with the selected contacts. Meet Now Continued 3.Your contact list will open.

Start an Unscheduled Conference Call 1.In the Contacts list, hold the CTRL key, and then select the contacts that you want to call. 2.Right-click one of the contacts, and then point to Start a Conference Call and click Lync. 3.Your contacts receive a conference invitation alert in the lower-right corner of their computer, and are added to the conference call by clicking the alert.

Activity Start an Unscheduled Online Meeting (Meet Now) 1.Open Lync, click the Show Menu drop-down menu next to the Options button, and then click Meet Now. TIP: You can also click Meet Now on the menu bar. If the menu bar is not visible, press the ALT key on your keyboard to activate the toolbar. 2.Click the arrow next to People and then click Invite by Name or Phone Number. 3.Search for a contact or select from the list, and then click OK. 4.Your invitee will receive an alert and can then join by clicking the pop-up alert or Accept.

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