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Online Meetings

Downloadable Guides:

Start or join a scheduled online meeting

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You have two options for attending a scheduled online Lync meeting—join using the Lync client installed on your computer or join using the Skype Web App. Using the Skype Web App to join a meeting will give you more options for sharing content, however you may run into issues sharing your voice and videos. See the Skype Web App page, for more information about joining online meetings using this method.

To join using the Skype Web App (preferred method):

  1. Open the meeting request and click on the hyperlink for the meeting or click on the Online Meeting icon in the navigation.
    TIP: If you receive a meeting reminder, you can click Join Online.
  2. Your default browser will launch the Skype Web App. Note: Firefox works best with the Skype Web App.
  3. Sign in
    • ​​If you are enabled in Lync, enter home\KUOnlineID by username and your password and click Join Meeting.
    • If you don't have Lync access, click Cancel. Then choose Sign in as Guest. Type a display name for yourself, and then click Join Meeting. You might have to wait until the meeting leader lets you in, or you might be admitted right away.
  4. You will be prompted to install a plug-in. The plug-in takes a few seconds to download and install and will allow you to share video and audio.

For more on the Skype Web App, see Microsoft's website.

To start or join a scheduled online Lync meeting using the Lync client:

  1. Open the meeting request and click on the hyperlink for the meeting or click on the Online Meeting icon in the navigation.
    TIP: If you receive a meeting reminder, you can click Join Online.
  2. Your browser will launch the Skype Web App. Instead of logging in, choose Join using Lync for Mac (the last option). You may have to click cancel to be able to click on the Web page.
  3. You will see a message box that asks you to specify which application to use. Lync should be selected. Select OK.
  4. You will then be taken to the meeting room in the Lync desktop client.

To join an unscheduled meeting:

You may be invited to an unscheduled meeting or to a meeting that is already in progress.

  1. You should receive a notification that you’ve been invited invited to a conference call.  
  2. To join the meeting, click Accept.
  3. You will then be taken to a meeting room in the Lync desktop client.

Options while in the meeting

To mute and unmute audio:

By default your audio will be connected. You can mute your audio by selecting the icon with the microphone with a slash through it. It will turn to red to signify that your audio is muted.


 

Start an unscheduled or impromptu meeting

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An unscheduled or impromptu meeting is any conversation with one or more other Lync users.

To start an unscheduled meeting by Instant Message:

  1. Select a contact and initiate an instant message by selecting the message icon at the bottom of the window.
  2. Add voice, video, or collaboration features using the icons at the top of the Instant Message window.
  3. Add others to the conversation by dragging their contact listing from your Contacts list into the conversation window. Or, you can select the Settings icon in the message window.
  4. Then select Invite by name or phone number … Select the person from your Contacts List or search for them, select their contact, then select OK.

To start an unscheduled meeting by using the Meet Now command, follow these steps:

  1. Open Lync, and in the menu at the top of your screen, select Conversation. Then, select Meet Now. Choose from the options: Meet with a Call, Meet with Video or Meet with Desktop Sharing.
  2. A window will open with your meeting.
  3. To invite others, select the Settings icon at the top of the window and choose one of the following:
    1. Invite by name or phone number… to invite other Lync users.
    2. Send email invite… to invite Lync or non-Lync users. This will create an email using your default email client with a hyperlink to the meeting. Non-Lync users will click on the hyperlink and join the meeting using the Skype Web App.

Schedule an online meeting

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You can schedule an online meeting and invite attendees who use Skype for Business/Lync and those who do not. Attendees who do not use Skype for Business will attend using the Skype Web App. To schedule the meeting, you must use Outlook.

To create an online meeting or conference call request:

  1. Open Microsoft Outlook.
  2. In the Calendar view in the top navigation, click New Meeting (Note: Don’t choose New Appointment.
  3. A new meeting request will appear.
  4. In the top navigation, select the Online Meeting icon. Then in the drop-down menu, select Create Online Meeting.
  5. An automatically generated footer will appear with a hyperlink to the online meeting and a phone number and conference ID to join by phone. NOTE:  Do not modify any of the existing text in the meeting request. Doing so may prevent people from joining the meeting.
  6. In the meeting request, in the To box, type the email addresses of the people you want to invite to the meeting, separated by semicolons. By default, Lync will include assume all attendees are presenters. To change this, see Change meeting access and presenter options.
    You can invite people who don’t have Lync installed to a scheduled online Lync meeting. They will receive an email with a hyperlink that says Join Lync Meeting. When they click on the hyperlink, the Skype Web App will launch in their default browser. For more on joining and participating in meetings using this method, see Online Meeting with the Skype Web App.
  7. (Optional) Use Scheduling to ensure that everyone is available during the time you choose.
  8. In the meeting request, in the Subject box, type a subject for the meeting.
  9. By default, the location will appear as Lync Meeting. Add a location if the meeting will have an in-person component.
  10. (Optional) In the body of the meeting request, above the Join Online Meeting link, type additional meeting details.
  11. Send the invitation.

Change meeting access and presenter options

By default, Lync will include assume all attendees are presenters. These default options work well for small meetings with 7-10 participants, but you will want to limit access and presenter options for larger meetings.

To change meeting access and presenter options:

  1. In the Lync online meeting request, select the Online Meeting icon and Set Access and Permissions...
  2. To change the permissions, select Customize access levels, presenter options, and phone settings.
  3. You can now define presenters, as well as specify attendees who need to wait in a virtual lobby until the meeting starts.

Leave a meeting

To leave a meeting as a participant:

  1. Close the conversation or meeting window. Note: Lync will notify you that you are leaving the meeting and that the conversation will continue without you.

If you are a host and want to end the meeting for everyone:

  1. Select the Settings icon at the top of the window and choose Remove Everyone and End Meeting.

Schedule a meeting on behalf of someone else

You can schedule online meetings or conference calls on behalf of another person if you have been set up as a delegate on that person’s Microsoft Outlook account.

If someone would like you to serve as a delegate, Microsoft provides instructions that explain how to allow someone else to manage your mail and calendar. You can also contact the KU IT Customer Service Center at itcsc@ku.edu or 785-864-0177 or request assistance from your departmental IT support team.

Note: Both you and your manager must be using Lync.

After you’ve been set up as a delegate, you can open your manager’s Microsoft Outlook calendar on your own computer and schedule the meeting.


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Skype for Business Information for PC Users

Skype With The World

Do you have friends or family that use Skype for Business at other universities or organizations?

KU has open federation for Skype for Business, which means you can connect with friends and colleagues at more than 850 organizations around the world that also offer open federation. You can add a non-KU person at an open federation site to your contacts list and immediately begin a chat or S4B-to-S4B voice or video call. Check the Skype Directory to find organizations that have Skype for Business open federation.

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