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Microsoft LynServer 2013 : Windows Client - Conferencing (part 3) - Scheduling a Meeting

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Recording

If administrators have enabled recordings for conferences or peer-to-peer conversations, users will be able to save conversation IMs, audio, video, and shared content. Within an active conversation click the three-horizontal-dots icon and select Start Recording. This alerts all participants that a recording has started so that they are not caught off guard.

The recorder sees controls to pause or stop the recording at any time. After the recording has stopped, the Lync Recording Manager application begins converting the recorded content and stores it as a saved MP4 video file. This file can then be distributed to users who might have missed a meeting or training session.

Scheduling a Meeting

Many users will need to schedule Lync meetings in advance. This can be done through Outlook with the plugin that’s installed with the Lync client.


Note

Users must be signed in to Lync in order to schedule Lync Meetings through Outlook.


Within Outlook, click the New Items menu and select Lync Meeting. The meeting URL and dial-in bridge information are automatically populated into the meeting notes section. Proceed with adding attendees the same way any other Outlook meeting would be created.

The Lync Meeting button also appears within the ribbon when a regular Outlook meeting is being scheduled. Users can then just click the Lync Meeting button to populate the notes field with the meeting URL and dial-in information, as shown in Figure 2.

Image

Figure 2. Lync meeting invitation.

The Meeting Options button also appears within the Outlook ribbon so an organizer can customize the meeting experience before the invitation is sent to users. Clicking the Meeting Options button reveals the screen where an organizer can use the dedicated meeting space, or create a new space for the meeting with a unique conference ID, as shown in Figure 3. The PSTN dial-in numbers displayed can also be changed through the Phone section within the Meeting Options.

Image

Figure 3. Lync meeting options.

Joining Meetings

Joining meetings with the Lync client is a simple experience for users. Clicking the Join Lync Meeting hyperlink found within any Lync Meeting automatically launches the conference.

The other easy way to join Lync Meetings is to leverage the Outlook meeting reminder that pops up before a meeting. When Outlook detects that the meeting is a Lync Meeting, it displays a Join Online button to the user. The user does not even need to open the calendar invite, but can instead click the Join Online button and immediately enter the meeting.

Users can also dial in to the conference bridge through the Lync client, or have another participant drag them into an existing meeting. This can sometimes be faster than trying to hunt for a calendar invite, especially if Outlook is not already open. There is also no requirement to use both the web conferencing and dial-in bridge. The web conferencing components can be used even if no audio is required in a meeting.

By default, Lync joins the user’s PC audio to a conference, but if a user has selected the option Before I Join Meetings, Ask Me Which Audio Device I Want to Use, they are prompted by Lync for an audio source. This enables the user to not join audio at all, which can be useful on a PC with no audio device. Users can also specify a number, such as a mobile phone, for Lync to call them at when they’re joining the conference.

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