Microsoft Lync 2010
For meetings
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Table of Contents
Quick Start: Use Lync 2010 Attendee 3
Join from a computer with Lync 2010 installed 7
Join from a computer without Lync 2010 installed 9
Work Smart: Use Lync 2010 Attendee 10
Give a PowerPoint Presentation 14
Share your desktop and programs 18
Collaborate on a whiteboard 21
Conduct a poll 26
Quick Start: Use Lync 2010 Attendee
If you do not have Microsoft® Lync™ 2010 communications software installed, you can use Microsoft® Lync™ 2010 Attendee, which is a conferencing client that allows you to participate in Lync 2010 online meetings.
Lync 2010 Attendee provides communication tools such as instant messaging (IM), audio, video, as well as collaboration tools such as program sharing, screen sharing, attachments, whiteboard, polling, and slide presentation.
This topic presents a few tasks that you’ll have to do to start using Attendee.
Obtain Lync 2010 Attendee
You can obtain the Attendee client as follows:
· The support team in your organization installs Attendee for you.
· If the support team has set up Attendee, when you click the Join online meeting link in an online meeting request, you’ll be prompted to download and install Attendee.
· You can install it yourself from a download page before you intend to join a meeting.
Prepare Lync 2010 Attendee for a meeting
You can adjust various settings in preparation for using Attendee. You can also adjust options when you’re in the meeting.
· Click Start, click All Programs, and then click Microsoft Lync 2010 Attendee. The Lync Attendee - Options dialog box appears.
The options General, Personal, Ringtones and Sounds, Audio Device, and Video Device are the options that you can click from the Options dialog box. You can then either review them to make sure that they are applicable to what you want to do, or change them.
Install Lync 2010 Attendee before joining a meeting
As mentioned, the support team in your organization may have already installed and set up Attendee for you. If they did, you will see Microsoft Lync 2010 Attendee in the Windows Start menu, where you can open it and view and change options, if required.
When Attendee is installed, you can join a meeting as a guest or an authenticated user.
Install Lync 2010 Attendee while joining a meeting
1. Click the Join online meeting link in an online meeting request.
2. A screen with instructions for selecting a client to install is displayed. Click Download and install Lync Attendee.
3. A webpage with a download and install link will open. Follow the download and install instructions. After you’ve completed the installation, in the online meeting request, click Join online meeting again.
Join a Lync 2010 online meeting
You can use Attendee to join a Lync online meeting as a guest or an authenticated user by following these steps.
1. Click the Join online meeting link in the online meeting request.
2. In the Lync 2010 Attendee sign-in screen, select whether to join as a guest or as an authenticated user by using your company credentials. For information about setting up the joining method,
Wait in the lobby
Depending on how the organizer has set up the meeting, you’ll be able to either join the meeting immediately or wait in the lobby until a meeting presenter admits you. You can be admitted only by a presenter or an organizer.
Start IM, phone, or video
As soon as you’re admitted to a meeting by a presenter or an organizer, you’ll see the meeting window. You can then use IM, audio, video and view what’s being shared or presented.
· Click IM, Phone, or Video, depending on what you want to do.
Start sharing
If you’ve joined a meeting as a presenter, you can share. When you are in a meeting as an attendee, you don’t have the option to share. To start to use one of the sharing options, an organizer or presenter must make you a presenter.
· Click Share to see the available sharing activities.
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Join from a computer with Lync 2010 installed
When joining a Microsoft Lync 2010 meeting or conference call, you can connect to the audio portion of the meeting by using Lync 2010 computer audio, by dialing in, or by having the Microsoft Lync Server 2010 communications software call you.
Configure meeting audio
You can configure Lync to connect to the meeting audio the same way every time or to prompt you for a choice.
Set the audio choice you want to use every time
1. In the Lync main window, click the Options button .
2. In the Lync - Options dialog box, click Phones.
3. Under Joining conference calls, in the Join meting audio from box, do one of the following:
· To use integrated computer audio during the meeting, click Lync.
· To have Lync Server 2010 call you, click the phone number you want to use.
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 your phone to call the meeting, choose Do not join audio.
Configure Lync 2010 to prompt you for an audio source
Choose this option if your audio preferences change frequently.
1. In the Lync main window, click the Options button ..
2. In the Lync - Options dialog box, click Phones.
3. Under Joining conference calls, select the Prompt me before joining to confirm or select another audio source check box.
Join a scheduled online meeting or conference call
To join a scheduled meeting or conference call, do the following:
1. In the Microsoft 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. To join, do the following:
· In the notification that appears in the notification area, at the far right of the taskbar, click Join.
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Join from a computer without Lync 2010 installed
You can join a Microsoft Lync 2010 meeting or conference call from a computer that does not have Lync 2010 or Microsoft Lync 2010 Attendee communications software installed.
When you open the email meeting request on the computer that does not have Lync installed and then click the Join online meeting link, you see one or more of the following choices, depending on how your organization—or the organization of the person who scheduled the meeting—is configured.
Join option / Alternate meeting clientJoin the meeting using your web browser / Microsoft Lync Web App
Important Lync Web App requires the most current version of the Microsoft Silverlight browser plug-in. If Silverlight is not already installed, you must have administrator privileges to install it.
Download and install Lync Attendee / Lync 2010 Attendee
See instructions for download and install at Quick Start: Use Lync 2010 Attendee.
Use Communicator / Microsoft Office Communicator 2007 R2 or Microsoft Office Communicator 2007
Note If you’re working off-site and Lync or Attendee is installed on your remote computer, Lync opens automatically when you click the Join online meeting link even if you’re not connected directly to your organization’s network.
The following table describes the features and requirements of each of the alternate meeting clients.
Feature or requirement / Lync Web App / Attendee (Available for Windows only) / Office Communicator 2007 R2 or Office Communicator 2007 (Available for Windows only)Allows web access / Yes / No / No
Requires Silverlight or administrator privileges to install / Silverlight; if not present, requires administrator privileges to install / Can be installed without administrator privileges; does not require a separate installation of Silverlight / Not applicable; must be already installed
Includes the new Microsoft Lync Server 2010 conferencing features / Yes (see note below) / Yes / No
Allows dial-in conferencing / Yes (see note below) / Yes (see note below) / Office Communicator 2007 R2 only
Provides integrated audio and video / No / Yes / Yes
Allows you to join meetings using your network credentials / Yes / Yes / Yes
Note
· Lync Web App does not include integrated audio and video. It supports all of the new Lync Server 2010 conferencing features except uploading files that are created by using Microsoft PowerPoint presentation graphics program. In addition, installation of a Microsoft ActiveX control is required for desktop or program sharing. Bottom of Form
Work Smart: Use Lync 2010 Attendee
Microsoft® Lync™ 2010 Attendee is a conferencing client that allows users who don’t have Microsoft® Lync™ 2010 communications software installed, to participate in Lync 2010 online meetings.
Lync 2010 Attendee provides communications and collaboration tools to do tasks such as sending a video, requesting and giving back controls, and conducting a poll. These and other tasks are described in this article.
Get started
Lync 2010 Attendee is a client that you can use to join a meeting when you don’t have Lync 2010. If the support team in your organization hasn’t already installed and set up Attendee, you can install it before you join a meeting, or you can optionally download and install as part of the joining a meeting process. If you join as a guest user rather than an authenticated user, some meeting capabilities might be restricted to you.
If, after installation, you go directly to the Start menu on a computer that runs a Windows® operating system to access Attendee, you are presented with setup options for General, Personal, Ringtones and Sounds, Audio Device, and Video Device.
Once you’ve completed the getting started tasks, you’ll be ready to join a meeting.
Get ready for voice
If you have a microphone and speakers, you’re ready to use Attendee to talk and listen when in online meetings. You can also plug in any device recommended by your organization, such as a USB headset, or USB phone or handset. Attendee automatically configures the settings, depending on the device that you connect.
You can check or adjust your audio settings before the meeting by clicking Start, clicking All Programs, clicking Microsoft Lync 2010 Attendee, and then clicking Audio Device from Options. You can customize your devices by using the slider in a device selection, moving it left to decrease volume or right to increase it.
Use a webcam in a meeting
For an enhanced meeting experience and if your organization allows it, you can connect a webcam to your computer. Attendee automatically detects the webcam and uses it when video is available in an online meeting. You can also add or switch devices after you’ve installed Attendee.
Set your webcam settings before a meeting
1. Click Start, click All Programs, click Microsoft Lync 2010 Attendee, and then click Video Device.
2. If you have more than one webcam, select the one that you want to use for a video call.
3. Click Webcam Settings to check the webcam properties and change them if required. These properties have been automatically set, so you can click the Default button to go back to the original settings if anything that you changed wasn’t what you wanted or expected.
4. Click Apply if you’ve made changes and are satisfied with them.
See your webcam settings during a meeting
· If you’re in the meeting, press ALT, click Settings, and then click Options.
Send an IM during a meeting
You can have an IM conversation during a meeting. The IM button is displayed on the Join Information and Meeting Options area which is displayed when you join the meeting.
· Start to send instant messages to people by clicking the IM button and typing a message.
Send a video during a meeting
You can send video while you’re in a meeting.
· Press Alt, click Settings, click Options, and then click Video to start to send your video.
Request, take, and give back control
When a presenter is showing their desktop or an application, you can request temporary control. Click Request Control. If the presenter accepts your request, you can start controlling their desktop or application. To give back control, click Release Control.
Annotate files being presented
When a Microsoft® PowerPoint® presentation is being shown, if you have permissions, you can use the annotation buttons in the lower left corner of the presentation. Once you’ve completed your annotations, you can save the presentation with the annotations.
· To bring up a presentation and use the annotation buttons, click Share, and then click PowerPoint Presentation.
Conduct a poll
During a meeting, a meeting presenter can create and manage polls. A poll consists of one question and up to seven possible choices. There can be several polls in a meeting, but only one poll at a time can appear on the sharing stage. You can create polls, show or hide them, close or remove a poll, edit the contents and save the results of a poll.
· To begin to create a poll, in the meeting window, click Share, and then click New Poll.