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Meeting and Conference

Schedule a Meeting

We can schedule an on-line / telephone conference or meeting using Lync. This can be done either through the Lync association in Microsoft Exchange or directly through any CIT telephone handset. The following outlines the procedures.

Schedule a Meeting through Exchange

In Microsoft Lync, you can schedule a meeting or conference call by using the online meeting add-in for the software. You can also start an unscheduled meeting to discuss something that requires immediate attention.

Schedule an online meeting or conference call

In order to schedule a online meeting, open Microsoft Outlook and go to calendar and then onto the home tab. When you get to this point just click on New online meeting, and then go to the To box, type the email addresses of the people you want to invite to the meeting. You can add the subject on what the meeting is about in the Subject box and you also get the main body of the meeting request. In the body of the meeting request, type in the additional meeting details (optional). The schedule meeting also gives you the option of Scheduling Assistant which is used to ensure that everyone is available during the time you choose.

Join a scheduled online meeting or Conference call

To join a scheduled meeting or conference call, go to your Outlook Calendar and open the meeting you want to join. At the meeting request, just click on Join Online meeting and you should proceed onwards. Sometimes you might be prompted to join a unscheduled meeting, meet now or a meeting that is already in progress. A notification will appear in the lower right corner of your screen, just click Join.

Join a meeting or conference call by phone

You can connect to a Microsoft Lync 2010 conference call or to the audio portion of an online meeting by calling in. You can dial in either as a participant or as the conference call leader. Both leaders and participants can use dual-tone multifrequency (DTMF) to manage the conferencing experience.

If you are the conference call leader and are calling in without access to a computer, you must set your dial-in conferencing PIN number before the call. The following shows you how to obtain your own PIN. This is usually only required to be done once.

Set my dial-in conferencing PIN

You must use your dial-in conferencing PIN if you plan to join as the conference call leader. As a conference call participant, you can also use your dial-in PIN and work number to be admitted to secure meetings—that is, meetings limited to identified participants— without waiting in the lobby. To set or change your dial-in PIN, do the following:

With the Lync window open, click on Tools att the top of the pane.

  • In the Lync main window, click the Show Menu arrow, point to Tools, and then click Dial-in Conferencing Settings.
  • Under Personal Identification Number (PIN), click Reset your PIN.

You are presented with the following screen.

  • On the Dial-in Conferencing Settings and PIN Management page, under Personal Identification Number (PIN), click Sign In.

  • Choose your preferred language, enter your network credentials if required, and then click Sign In.

  • You will need to enter in your username and password to proceed.

After signing in, the leader will get the conference ID and Meeting URL which will allow him to proceed to create meetings with his or her contacts.

Join as the conference call leader

In addition to the dial-in number and conference ID, you must set and make a note of your dial-in PIN in order to join a conference call as the leader.

Join the conference call as the leader

Dial Numbers: 2900 (Internal Number dialling only)

                     5555 (Internal & External dialling)

  1. Open the meeting request, and, under Join by phone.
  2. Dial one of the numbers listed, and, when prompted to do so, enter the conference ID, followed by the pound sign (#).
  3. Do one of the following:
  4. If you scheduled the meeting, press the star (*) key when you hear the prompt, and then enter your PIN.
  5. You should hear “You are now joining the meeting as a leader” and are connected to the call.

Join as a participant

For most Lync conference calls, joining is as simple as dialing the number and recording your name.

Join the conference call as a participant

Dial Numbers: 2900 (Internal Number dialling only)

                       5555 (Internal & External dialling)

  1. Open the meeting request, and, under Join by phone, note the dial-in numbers and conference ID.
  2. Dial one of the numbers listed, and, when prompted to do so, enter the conference ID, followed by the pound sign (#).
  3. Wait for several seconds after you hear the prompt that begins “If you’re the leader..”
  4. Record your name when requested to do so, and then press pound (#).