Set options for online meetings and conference calls

The default options for online meeting are best for small conference calls or sharing and collaboration sessions with people inside your organization. If you are scheduling an online meeting with people outside your organization or plan to invite more than 40 people, use the Online Meeting Options dialog box to help you determine the following:

  • Who should wait in the lobby before being admitted to the meeting?

  • Who should have presenter privileges during the meeting?

You can also configure audio, phone, and language options.

What do you want to do?

Set Access and Presenter options

Set Audio and Phone options

Change the local number on the meeting request

Turn on entry and exit announcements

Access your Dial-in Conferencing Settings and PIN Management webpage

Set Language options

Set Access and Presenter options

To set Access and Presenter options, do the following:

  1. Create an online meeting request in Microsoft Outlook. For details, see Create a meeting or conference call request.

  2. In the meeting request, in the Online Meeting group, click Meeting Options.

  3. In the Online Meeting Options dialog box, select the Customize access and presenters for this meeting check box.

  4. Under Access and Presenter, choose the options appropriate to the size and type of meeting that you are scheduling. For details, see the tables at the end of this procedure.

  5. Click Audio and Phone, set options as required, set Language options as required, and then click OK. For details, see Set Audio and Phone options and Set Language options later in this topic.

Access options control which participants must wait in the lobby before being admitted by a presenter. The following table describes each option in detail.

Access option

Who waits in the lobby

When to choose this option

Organizer only (locked)

Everyone

You don’t want people viewing your handouts or Microsoft PowerPoint slides before the meeting

People I invite from my company

People who don’t have an account on your network, and people who weren’t invited

You are discussing something sensitive or confidential

People from my company

People who don’t have an account on your network

All the participants have an account on your organization’s network

Everyone including people outside my company (there are no restrictions)

No one

You are inviting outside participants

People dialing in by phone bypass the lobby

No one who dials in

Your access option is People from my company or Everyone including people outside my company. (This check box is not available for Organizer only (locked) meetings, and not recommended for People I invite from my company meetings)

Presenter options control which participants are automatically given presenter privileges when you schedule the meeting. The following table describes each of these options in detail.

Presenter option

Who is a presenter

When to choose this option

Organizer only

Only the person who schedules the meetings

For presentations where the participants don’t have to interact with the meeting content. (You can designate additional presenters during the meeting.)

People from my company

Everyone you invite who has an account on your network

For group work sessions, where all participants work at your organization and can share and modify meeting content

Everyone including people outside my company (there are no restrictions)

Everyone you invite

For group work sessions with people who don’t have an account on your network

People I choose

You and the participants you choose

For presentations with more than one presenter

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Set Audio and Phone options

Use the Audio and Phone options to change the local dial-in number on the meeting request and control participant entry and exit announcements.

If you plan to conduct the meeting by phone, you can also set or change your dial-pin PIN.

Change the local number on the meeting request

  • In the Online Meeting Options dialog box, click Audio and Phone, and, in the Location most people will dial from list, click the location you want. If there is only one location listed, your organization has not configured additional local numbers.

Turn on entry and exit announcements

  • In the Online Meeting Options dialog box, click Audio and Phone, and select the Turn on entry and exit announcements for this meeting check box. A recorded announcement is played each time a dial-in participant enters or leaves the meeting.

Access your Dial-in Conferencing Settings and PIN Management webpage

  • In the Online Meeting Options dialog box, click Audio and Phone, and, under Your Dial-in PIN, click the Get your PIN now link.

If you are planning to conduct the meeting by phone, you need both your dial-in PIN and the conference ID of the meeting you’re scheduling.

When you open the Dial-in Conferencing Settings and PIN Management page, you can also view the list of available dual-tone multifrequency (DTMF) controls, or touch-tone commands. DTMF controls allow you to manage the audio, lobby, and other options during the call. For details, see Organizer best practices.

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Set Language options

If your default language is not English, you can change the language of the meeting request to English.

  • In the Online Meeting Options dialog box, click Language, and then select the Send meeting invitation in English check box.

When you select this option, everyone receives the request in English, even if they are working in a different language.

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Applies To: Lync 2010



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