1. Get Better Results Press F5 to start Slide Show Press ESC to stop Schedule and run great meetings

2. nextprev Learn how to schedule and run meetings with Outlook 2013 and Lync 2013, how to join meetings with a computer, phone, or Windows tablet, and how to present Office files online whenever you need to. Schedule and run great meetings From anywhere on (almost) any device prev

3. next prev next Meet now? No problem. You need to meet, but your team is scattered—at home, on the road, and a few are even in the office. No problem. We’ll walk you through the process of scheduling meetings that will run no matter where people are. I need to schedule a meeting I need to run an online meeting I need to join an online meeting Click an option to get started: nextintro

4. next prev next I’ll use Outlook I’ll use Outlook Web App I’ll use Outlook and Lync I’ll just use Lync I’ll share from Excel, Word, or PowerPoint Schedule a great meeting Office, Office 365, and Lync give you several ways to schedule meetings, face-to-face and online, or a combination of both. And, if you have Excel, Word, and PowerPoint, you can meet on the fly, right from the program. Click an option to learn more: next

5. prev next Schedule a meeting with Outlook Use Outlook or Outlook Web App to schedule face-to-face meetings 1.In Outlook, click Calendar > New Meeting

6. next prev next Schedule a meeting with Outlook 2.Add your attendees’ email addresses in the To line 3.Enter a subject 4.Pick a start and end time and add any notes 5.Click Send

7. next prev next Use the Scheduling Assistant If you have a Microsoft ® Exchange Server ® account, or Office 365, you can: 1.Click Scheduling, enter names, and see when people are free 2.Select a time for the meeting. 3.After you select a time, click Appointment to return to your invitation

8. next prev next Use the Room Finder Exchange users can also: 1.Click Room Finder. 2.Select date on the calendar. 3.Choose a building from the Show a room list. 4.Click an available meeting room.

9. next prev next Send the request When you’re done: 1.Click Appointment to go back to your meeting request. 2.Finish that and click Send.

10. next prev next Add people to your meeting And if you’re in the middle of a meeting and you need to invite someone: 1.Open the invitation, remove the current invitees. 2.Add the new people in the To line. 3.Click Send Update.

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12. next prev next Schedule a meeting with Outlook Web App Outlook Web App (Office 365) uses Exchange and you follow the same basic process: Click Calendar, then the plus sign in the upper-left.

13. next prev next Schedule a meeting with Outlook Web App In the invite, enter a title and location, then click Add Attendees to start the Scheduling Assistant.

14. next prev next Schedule a meeting with Outlook Web App 1.In the Required box, type the name or email address of the person who needs to attend, and press Enter. 2.Repeat as needed. 3.Do the same in the Optional box.

15. next prev next Schedule a meeting with Outlook Web App The dark blue bars indicate the meeting time; the lighter blue squares indicate busy times. 1.Drag the dark blue bar to a time when everyone is free (or just click that time). 2.Click the checkmark in the upper right to go back to the invitation. 3.Add any notes to the invitation. 4.Click Send.

16. next prev next Add people to your meeting So, you’re in the middle of your meeting and you need to invite someone new. No problem. 1.Click Calendar and double-click the meeting invitation. 2.Click the Attendees box. 3.In the Required box, type the name or email address of the person you want to add. 4.Click the checkmark in the upper right to go back to the invitation and click Send.

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18. next prev next Schedule a meeting with Outlook and Lync Some of your people are working at home or on the road, and some are in the office. That’s where Outlook and Lync come in. You can invite people no matter where they are, and they can join with Lync.

19. next prev next Create and send the invite You can invite people with Outlook or fire up a conference call in Lync. Here’s how with Outlook: 1.Click Calendar. 2.Click New Online Meeting.

20. next prev next Create and send the invite 3.Add your email addresses in the To line. 4.Enter a subject in the Subject box. 5.Enter a starting and ending date and time. 6.Click Send.

21. next prev next Invite others to the meeting If you need to invite people after the meeting starts, you have two options. For those who will join with Lync: 1.Put your Lync and Meeting windows side by side. 2.In the Lync window, click the attendees and drag them to the meeting window.

22. next prev next Invite others to the meeting In Outlook: 1.Click Calendar and open the invitation. 2.Add the new attendee’s email address in the To line. 3.Click Send Update.

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24. next prev next Start a conference call The meeting needs to happen now, regardless of where people are. Use Lync. 1.Start Lync, if it isn’t already open. 2.Select one or more contacts. 3.Right-click any of the selected contacts, point to Start a Conference Call, then click one of the options, such as Lync Call. You can use audio, video, or instant messages. 4.Use the controls in the Lync meeting window.

25. next prev next Invite others to the meeting If you need to invite people after the meeting starts, you have two options. In Lync: 1.Put your Lync and Meeting windows side by side. 2.In the Lync window, click the attendees and drag them to the meeting window.

26. next prev next Invite others to the meeting In Outlook: 1.Click Calendar and open the invitation. 2.Add the new attendee’s email address in the To line. 3.Click Send Update.

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28. next prev next Share from Excel, Word, or PowerPoint Sharing is a way to spontaneously meet and collaborate. 1.Start by saving your file to a convenient spot, such as your hard drive or a shared location. In Excel, Word, or PowerPoint click File and then Save As. 2.To save to SharePoint or SkyDrive, click Add a Location, then choose an option.

29. next prev next Share from Excel, Word, or PowerPoint Roll over the options below to learn more about each Share command Click File > Share. Excel, Word, and PowerPoint all have some commands in common.

30. next prev next Share from Excel, Word, or PowerPoint Roll over the options below to learn more about each Share command Click File > Share. Excel, Word, and PowerPoint all have some commands in common. Shares the file with another user. Invite People

31. next prev next Share from Excel, Word, or PowerPoint Roll over the options below to learn more about each Share command Click File > Share. Excel, Word, and PowerPoint all have some commands in common. Send your file as an attachment, a PDF, an XPS, or an Internet Fax Email

32. next prev next Share from Excel, Word, or PowerPoint Roll over the options below to learn more about each Share command Click File > Share. Excel, Word, and PowerPoint all have some commands in common. If you have Lync, share your program window with others Present Online

33. next prev next Share from Excel, Word, or PowerPoint In addition to the Share commands, Word also gives you the option of publishing your document to a blog. You’ll need a blog account, and if you don’t have one Word provides a wizard to help you create one.

34. next prev next Share from Excel, Word, or PowerPoint PowerPoint gives you the option of publishing your slides to a SharePoint site. You’ll need SharePoint, but all you have to do is log in.

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36. next prev next Run a meeting Let’s start with meeting prep. You can do a lot to help ensure everything runs smoothly. Roll over an option to learn more

37. next prev next Prep for your online meeting Before your meeting, you can help ensure everything runs smoothly. Roll over the options below to learn more In the meeting invite, click Help. This takes you to a web page where you click Meeting Readiness. The resulting page lists anything you need to install.

38. next prev next Prep for your online meeting Before your meeting, you can help ensure everything runs smoothly. Roll over the options below to learn more In Lync, start a conference call with a willing participant and make sure you can share files or use any other features you may need during the meeting. Also, let your external participants know they can use Lync or Lync Web App to join.

39. next prev next Prep for your online meeting Before your meeting, you can help ensure everything runs smoothly. Roll over the options below to learn more Set up and test your audio and video devices.

40. next prev next Prep for your online meeting Before your meeting, you can help ensure everything runs smoothly. Roll over the options below to learn more If you’re running a meeting from a conference room, make sure you set up the room’s A/V devices (projector, speakers, other?) and connect to your computer and Lync properly. Also, upload your PowerPoint or other content files, or prepare to share in advance.

41. next prev next Prep for your online meeting If you’re running a meeting for someone else, here are a few tips: 1.Get any files in advance. 2.Consider uploading those files to the meeting. Click Share > PowerPoint (or other file). Uploaded files can look nicer. Others can go through them at their own pace. Large files run faster when uploaded. You can also attach files for others to download and run on their computers.

42. next prev next Start an online meeting You start an online meeting by selecting one or more contacts, and then sending an instant message, or starting a voice or video call. Any of those methods starts an online meeting.

43. next prev next Start an online meeting After you start your meeting, the Meeting Window appears, and provides a set of tools. What you see in the Meeting Window varies depending on the type of meeting you started. For example, here’s what you see when you start with an instant message. And no matter how you start, you can use the toolbar to change the meeting to voice or video, and share files.

44. next prev next Start an audio call Click the Call icon to start a regular voice or Lync call.

45. next prev next Start a video call Click the Video icon to start a video call. You need a web cam and microphone to do this.

46. next prev next Share your files After you’re connected, click Share to share your desktop, a PowerPoint presentation, any Office program, and start the white board so you can sketch ideas. Keep going for more about these commands, because this is where you run an online meeting.

47. next prev next Use the Share menu Roll over the icons below for more info about each command Once you start a meeting, you use the Share menu to present your ideas.

48. next prev next Roll over the icons below for more info about each command Use the Share menu Once you start a meeting, you use the Share menu to present your ideas. Share your desktop. You can give users control. Desktop

49. next prev next Roll over the icons below for more info about each command Use the Share menu Once you start a meeting, you use the Share menu to present your ideas. Share any Office program and file (except Lync). You can let users change files. Program

50. next prev next Roll over the icons below for more info about each command Use the Share menu Once you start a meeting, you use the Share menu to present your ideas. Open and share a PowerPoint file. People can annotate your files. PowerPoint

51. next prev next Roll over the icons below for more info about each command Use the Share menu Once you start a meeting, you use the Share menu to present your ideas. Use it to sketch ideas. Whiteboard

52. next prev next Roll over the icons below for more info about each command Use the Share menu Once you start a meeting, you use the Share menu to present your ideas. Poll your meeting attendees by entering a question and up to 7 choices. Poll

53. next prev next Roll over the icons below for more info about each command Use the Share menu Once you start a meeting, you use the Share menu to present your ideas. Delete attached files and change attendee permissions. Manage Presentable Content

54. next prev next Use the Share menu You can also click the OneNote tab on the Share menu to start OneNote and takes notes during a meeting...

55. next prev next Use the Share menu... or click the Attachments tab and attach files. Attaching sends a copy of your file to everyone in your meeting.

56. next prev next Sharing files Once you share a file, the Meeting Window displays what you’re sharing. Here’s a PowerPoint slide open alongside the Instant Messaging window.

57. next prev next Invite more people It never fails, right? You’re halfway through your meeting and you need to add someone. Lync gives you two ways to do that. 1.Drag a contact from Lync to the meeting window. 2.On the View Participants menu, click Invite More People. That opens your contact list. Press Ctrl and click the people you want, then click Select.

58. next prev next End a meeting Only meeting presenters can end meetings. The thing is, everyone can be a meeting presenter, if you give them permissions. In Lync: On the View Participants menu, click More Options, End Meeting. In Lync Web Access: Click End Meeting.

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60. next prev next Join an online meeting You can join an online meeting in two ways: 1.In Outlook, open the meeting invitation and click Join Meeting. 2.In Lync, click Answer the Call. Either method puts you in Lync, Lync Web App, or your phone. From there, what you see depends on whether you have Lync or Lync Web Access. Join on a mobile device Join with Lync Join with Lync Web App Click an option to get started: next

61. prev next Join on a mobile device Joining a meeting with a mobile device, you can send instant messages, but video isn’t available and you can’t use the whiteboard. 1.In your phone’s calendar, tap or click Join by phone. 2.Lync mobile starts and says the meeting will call you back. 3.When your phone rings, answer it. 4.To leave the meeting, just hang up. If you just have a regular phone and a desktop or laptop computer, join the meeting with Lync or Lync Web Access and use your phone to change audio volume.

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63. next prev next Join with Lync When someone starts a Lync call, a window opens in the lower-right corner of your screen, and you click Accept Call. That’s how you join. The Lync meeting window starts once you join. You can share files or your desktop, take notes, record the meeting, and more. To do that, use the toolbars at the bottom of the meeting window.

64. next prev next Use the Share menu Roll over the icons below for more info about each command Use the Share menu to share your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees.

65. next prev next Use the Share menu Roll over the icons below for more info about each command Use the Share menu to share your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees. Share your desktop. You can give users control. Desktop

66. next prev next Use the Share menu Roll over the icons below for more info about each command Use the Share menu to share your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees. Share any Office program and file (except Lync). You can let users change files. Program

67. next prev next Use the Share menu Roll over the icons below for more info about each command Use the Share menu to share your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees. Open and share a PowerPoint file. People can annotate your files. PowerPoint

68. next prev next Use the Share menu Roll over the icons below for more info about each command Use the Share menu to share your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees. Use it to sketch ideas. Whiteboard

69. next prev next Use the Share menu Roll over the icons below for more info about each command Use the Share menu to share your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees. Poll your meeting attendees by entering a question and up to 7 choices. Poll

70. next prev next Use the Share menu Roll over the icons below for more info about each command Use the Share menu to share your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees. Delete attached files and change attendee permissions. Manage Presentable Content

71. next prev next Leave a meeting Leaving a meeting isn’t the same as ending a meeting. Meeting organizers have to end meetings, but anyone can leave. Click Hang Up, or close the meeting window.

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73. next prev next Join with Lync Web App If you don’t have Lync, you can use Lync Web Access to join a meeting. 1.Enter your name and click Sign In. People outside your company can sign in as guests. 2.The meeting window appears, and you use the toolbars to present or participate in the meeting.

74. next prev next Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting. Roll over the icons above for more info

75. next prev next Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting. Roll over the icons above for more info Show or hide instant messages that you or others send during the meeting

76. next prev next Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting. Roll over the icons above for more info Adjust your microphone volume, or mute your mic

77. next prev next Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting. Roll over the icons above for more info Start video (you need a webcam)

78. next prev next Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting. Roll over the icons above for more info Share content. You can share any Office file, or your desktop, and start the whiteboard.

79. next prev next Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting. Roll over the icons above for more info See who’s in the meeting, invite others, end a meeting.

80. next prev next Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting. Roll over the icons above for more info Change the screen layout.

81. next prev next Use the Share menu The Share menu gives several ways to share content. The Present tab is where you share your desktop and any Office file. Use the OneNote tab to start OneNote, and take and share meeting notes. Use the Attachments tab to attach files, which sends a copy to everyone in the meeting. Roll over the PRESENT commands below for more info:

82. next prev next Use the Share menu The Share menu gives several ways to share content. The Present tab is where you share your desktop and any Office file. Use the OneNote tab to start OneNote, and take and share meeting notes. Use the Attachments tab to attach files, which sends a copy to everyone in the meeting. Roll over the PRESENT commands below for more info: Share your desktop. You can give users control. Desktop

83. next prev next Use the Share menu The Share menu gives several ways to share content. The Present tab is where you share your desktop and any Office file. Use the OneNote tab to start OneNote, and take and share meeting notes. Use the Attachments tab to attach files, which sends a copy to everyone in the meeting. Roll over the PRESENT commands below for more info: Share any Office program and file (except Lync). You can let users change files. Program

84. next prev next Use the Share menu The Share menu gives several ways to share content. The Present tab is where you share your desktop and any Office file. Use the OneNote tab to start OneNote, and take and share meeting notes. Use the Attachments tab to attach files, which sends a copy to everyone in the meeting. Roll over the PRESENT commands below for more info: Open and share a PowerPoint file. People can annotate your files. PowerPoint Presentation

85. next prev next Use the Share menu The Share menu gives several ways to share content. The Present tab is where you share your desktop and any Office file. Use the OneNote tab to start OneNote, and take and share meeting notes. Use the Attachments tab to attach files, which sends a copy to everyone in the meeting. Roll over the PRESENT commands below for more info: Use it to sketch ideas. Whiteboard

86. next prev next Use the Share menu The Share menu gives several ways to share content. The Present tab is where you share your desktop and any Office file. Use the OneNote tab to start OneNote, and take and share meeting notes. Use the Attachments tab to attach files, which sends a copy to everyone in the meeting. Roll over the PRESENT commands below for more info: Poll your meeting attendees by entering a question and up to 7 choices. Poll

87. next prev next Use the Share menu The Share menu gives several ways to share content. The Present tab is where you share your desktop and any Office file. Use the OneNote tab to start OneNote, and take and share meeting notes. Use the Attachments tab to attach files, which sends a copy to everyone in the meeting. Roll over the PRESENT commands below for more info: Delete attached files and change attendee permissions. Manage Presentable Content

88. next prev next Leave a meeting Leaving a meeting isn’t the same as ending a meeting. Meeting organizers have to end meetings, but anyone can leave. Click Exit Meeting.

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90. nextprev Summary Meetings in Outlook Schedule a meeting with other people Schedule a Lync meeting in Outlook Meetings in Lync Prep for and participate in a Lync meeting Create an online meeting invitation Conduct a meeting as a presenter Share your desktop Join an online meeting Join an online meeting without Lync installed Online meeting setup Set up audio and video Set options for online meetings Sharing in Excel Present a workbook online Sharing in PowerPoint Start an online meeting in PowerPoint Sharing in Word Share a document using SharePoint or SkyDrive

91. nextprev Get better results in Office Create and share charts Find contacts and discover what’s new (coming soon!) Share your documents with others and edit them at the same time (coming soon!) If you liked this guide, check out other offerings in our Get Better Results series

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