Set up a Lync Meeting

Use Outlook 2013 or Outlook Web App, to schedule a Lync meeting.

Use Outlook 2013 or Outlook Web App, to schedule a Lync meeting similar to the way you use Outlook to schedule regular meetings. When you add a Lync meeting, a link used to join the online meeting is automatically added to your meeting request. And, if your account is configured for dial-in conferencing, the meeting request will include call-in information (phone number and conference ID).

Tip   For an interactive guide to setting up Lync Meetings—including troubleshooting tips—see Scheduling and preparing for a Lync Meeting.

If you don’t use an Outlook program (or Windows), you can set up new meetings by using Lync Web Scheduler. Access it at https://sched.lync.com, or learn more at Lync Web Scheduler.

Schedule a Lync Meeting by using Outlook 2013

To schedule a Lync Meeting, you need a sign-in address and password from an organization that uses Lync Server.

Watch this video or follow the steps in this section to learn how to schedule a Lync 2013 meeting by using Outlook 2013.

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To set up a Lync Meeting by using Outlook 2013   

  1. Open Outlook, and go to your calendar.

  2. On the Home tab, on the Lync Meeting ribbon, click New Lync Meeting.

    Note   If Lync is installed on your computer, and you don’t see the New Lync Meeting button, follow the steps in the Lync Meeting control is not displayed on the Outlook 2013 ribbon article to resolve the issue.

  3. Set up the meeting as you typically would, that is:

    • In the To box, type the email address of each person you’re inviting, separated by semicolons.

    • In the Subject box, type a name for the meeting.

    • If you’ll have in-person attendees, either click Room Finder, in the Options ribbon of the Meeting tab, and then find a room or, in the Location box, type a meeting location, such as a conference room.

      Room Finder button in Outlook 2013

    • Select a start time and end time.

      Notes    To look for a time that works for everyone, click Scheduling Assistant, in the Show ribbon of the Meeting tab.

      Scheduling Assistant button in Outlook 2013.

  4. In the meeting area, type an agenda. Be careful not to change any of the Lync meeting information.

       Scheduling a meeting with the default options, like we just did, is suitable for small, internal meetings, such as casual meetings with a few coworkers. If you have a meeting with people outside your company, or you’re scheduling a large event, change the meeting options before sending the invites to better fit your meeting requirements. In the meeting request, on the Lync Meeting ribbon of the Meeting tab, click Meeting Options, and then select the appropriate options.

    Meeting Options button in Outlook 2013

    For details about what options are available and when you should chose them, see Set options for Lync Meetings.

  5. (Optional) On the Show group of the Meeting tab, click Scheduling Assistant to make sure you have the best time for the meeting.

  6. You're almost done. Just double-check the information and click Send.

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Set up an online meeting by using Outlook Web App

To create a Lync Meeting request in Outlook Web App, you have to:

To set up an online meeting by using Outlook Web App   

  1. In the Office 365 portal, do one of the following:

    • To set up a meeting by date, click the Calendar tab, select the date, and then in the upper-left corner, click New Event.

    • To set up a meeting by the people you want to invite, click the People tab, click a contact or group in your Contacts list, and then, under the person or group’s name, click Schedule meeting.

      Schedule a meeting button in Outlook Web App

      Tip   If you get a message from you popup blocker asking if you want to allow this, select Always Allow.

      Tip    To add a contact or group, on the People tab, in the upper-left corner, click New, and either click Create Contact and type in the requested information, or click Create Group, type a group name, click the Members text box, and then type the email address of the person you want to add. As you type, the Search contacts and directory link appears to offer suggestions; if you see the contact’s name there, click it. When you're finished adding users, click Save.

  2. In the middle of the meeting window, above the message area, click Online meeting. Outlook Web App Online Meeting

    Call-in details, such as a Join online meeting link appears in the message area. If your account is configured for dial-in conferencing, you’ll also see a Find a local number link.

    Notes   If you don't see the Online Meeting link, it could be for one of the following reasons:

    • You’re not using a browser that supports the full version of Outlook Web App.

    • Your Office 365 subscription does not include Lync.

    • You’re logged in as a user who hasn’t been granted a license for Lync.

  3. Set up the meeting as you typically would, that is, by giving the event a name, adding or removing attendees, choosing a start time and duration, and so on. If you’ll have in-person attendees, in Location, type a location for the meeting, such as a conference room, or click Add Room for help finding a conference room.

    Tip    To look for a time that works for everyone, click Scheduling Assistant, at the top of the meeting window.

    Tips    To view settings for who has access to the online meeting, who has to wait for you to admit them into the meeting, and who can present during the meeting, click Online meeting settings (just above the message area.

    Online meeting settings button in Outlook Web App

  4. (Optional) In the meeting area, you can type an agenda. Be careful not to change any of the online meeting information.

  5. (Optional) To add a picture or attachment with the agenda, at the top of the meeting window, click the More actions icon (…), click Insert, and then click Attachments or OneDrive files or Pictures inline.

    More Actions button in Outlook Web App

  6. At the top of the meeting window, click Send.

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Start an impromptu meeting using Lync 2013

If you need to discuss a subject that requires immediate attention, you can quickly start an ad hoc meeting with Lync. See Start an impromptu Lync Meeting.

Applies To: Office 365 End User, Lync 2013 for Office 365



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