connect. communicate. collaborate.
  • Home
  • Lync Communications
  • Lync 2013 (Windows)
  • Online Meetings for Presenters

Online Meetings for Presenters

Overview of scheduled Online Lync meetings 

With online Lync meetings, you can:

  • Invite up to 250 people
  • Invite both attendees who have Lync and those who don’t
  • Include multiple presenters
  • Share content and give over control
  • Record audio and visual content

Best Practices for Presenters

  • Set up and test your audio devices before starting.
  • Join your meeting early to upload your content.
  • Include as much detail in the meeting agenda as possible.
  • If it is your group's first time using Lync, consider scheduling a pre-meet to make sure everyone can get logged in.
  • Set your screen display to 1024 x 768 pixels for the best viewing experience (800 x 600 portrait for tablet PCs).
  • Mute participants who cause a poor audio experience.
  • Enlist the help of an assistant for larger meetings.

Resources


 

Schedule an online meeting

video platform video management video solutionsvideo player

Scheduling an online Lync meeting is very similar to scheduling a regular meeting. You must use the Outlook desktop software and be signed in to Lync when you schedule the meeting.

To create an online meeting or conference call request:

  1. Open Microsoft Outlook and select Calendar.
  2. In the Calendar view, on the Home tab, click New Lync Meeting. In Outlook 2010, select New Online Meeting. Or, create a new meeting and select Lync Meeting in the Meeting tab.
    New Lync Meeting Button
     
  3. 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.
  4. 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.
    BEST PRACTICE: Add individual email addresses when possible. If you are using a distribution list or an Outlook group, expand the group. If you invite individuals, you can later specify individuals as presenters in the advanced meeting options.
  5. (Optional) In the meeting request, on the Meeting tab, in the Show group, click Scheduling Assistant. Use the Scheduling Assistant to ensure that everyone is available during the time you choose.
  6. In the meeting request, in the Subject box, type a subject for the meeting.
  7. By default, the location will appear as Lync Meeting. If you are also holding an in-person meeting at the same time, add the room and reserve it as you normally would.
  8. (Optional) In the body of the meeting request, above dotted line, type additional meeting details.
  9. Include instructions for others to join: https://technology.ku.edu/joining-lync-meeting. Those using the Lync Web App for the first time will need to download a small plug-in file to be able to share video and audio. Your attendees can join the meeting ahead of time and install the plug-in file.

Recurring meetings - what to keep in mind

If you are using the default meeting options, you will reuse the same meeting space. Which means you could see some materials from meetings held in the past 15 days. TIP: It's best practice to put an end date on a recurring meeting that is less than a year away.


Schedule a meeting on behalf of someone else

At this time, delegates cannot schedule Lync meetings on behalf of someone else without using a workaround.

  1. Have the person create a Lync meeting in Outlook and invite you.
  2. Copy the meeting join information in the footer.
  3. Create future Lync meetings by creating a new meeting request and pasting the meeting join information from the previous meeting into the invitation.
  4. Complete and send the meeting request as you normally do. 

Change meeting access and presenter options

By default, Lync will reuse the same meeting space for all of your meetings and make all invitees presenters. Presenters can display content and take over the presentation. They can also join the meeting directly and will not have to wait in a virtual lobby. For a small and casual meeting with people inside your company, use the meeting default options and skip changing the settings.

For larger audiences (more than 10-15 people), meetings when you’re presenting confidential information, or external customers, you will want to change the settings in Meeting Options to create a new meeting space and control permissions. This creates a more private meeting space and lets you control participation.

How to change meeting access and presenter options:

  1. In the Lync online meeting request, in the Online Meeting group, click Meeting Options.

    Meeting options button

     
  2. To change the meeting options, select A new meeting space (I control permissions).

    New meeting space option in meeting options

    TIP: If you want to always use this option, click Remember Settings at the bottom of the window, so that all your future meetings automatically have a new ID and the permissions you select.
     
  3. You will now be able to specify advanced options for the meeting. Accept or change the default options as required. Then, select OK or Remember Settings if you’d like to save as your default settings.
Virtual Lobby:

By default, anyone joining as an attendee will automatically wait in a virtual lobby until admitted to the meeting by a presenter. Presenters and attendees who call in by phone will bypass the virtual lobby and join the meeting. You can specify people who don’t have to wait in the virtual lobby by using the drop-down menu.

WHO GETS IN DIRECTLY?

WHAT HAPPENS

RECOMMENDED WHEN…

Only me, the meeting organizer

You are the only one who gets into the meeting directly. Everyone else has to wait until admitted.

You have a high security meeting and confidential information.

People I invite from my company

Only people who were invited join the meeting directly. Everyone else has to wait until admitted.

You’re discussing confidential information, and want to only allow specific people to join.

Anyone from my organization

Anyone from your company can get in to the meeting directly, even if not invited.

You don’t have external participants and you are not discussing confidential information.

Anyone (no restrictions)

Anyone who has access to the meeting link gets in to the meeting directly.

You’re inviting outside participants and you’re not discussing confidential information.

Announce when people enter or leave:

This option makes it so that everyone can hear the names of people joining or exiting. We highly recommend to leave this option unchecked. In medium to large meetings, it can be incredibly distracting to get the automatic entry and exit announcement.

Who’s a presenter?

Here you can choose who gets to be a presenter in your meeting. Remember that all presenters have full control over the meeting, and can share content, record the meeting (except when using Lync Basic, which doesn’t support recording), change the meeting options, mute people, and other meeting tasks.

  1. Using the drop-down menu under Who’s a presenter, select People I choose.
  2. Click the Choose presenters button.
  3. You will see a list of everyone on the invite under attendees. Select those individuals that you would like to be presenters and move them to the Presenters column by clicking on Add >>. TIP: If you've added a distribution list to the meeting request, you may need to expand the list before being able to select individuals as presenters.

WHO’S A PRESENTER?

WHAT HAPPENS

RECOMMENDED WHEN...

Only me, the meeting organizer

Only you as the meeting organizer will have presenter permissions.

Use when the participants don’t have to interact with the meeting content. You can designate additional presenters during the meeting if you change your mind.

Anyone from my organization

Anyone from your company will be a presenter.

Suitable for causal meetings with your teammates, where all participants can share and modify content.

Anyone (no restrictions)

Everyone you invite will be a presenter.

Use when you have external participants and want them to present.

People I choose

You and the people you choose.

 Pick this option when you want specific people to be presenters.

Options for limiting participation:

If you are setting up a large event or want to eliminate interruption, you can mute all attendees, disable meeting IM or prevent them from using their webcam, by checking the boxes below:

  • Disable IM – You may want to disable Instant Messaging and instead use a Question & Answer session in the meeting, which allows for a more guided dialogue.
  • Mute all attendees
  • Block attendees’ video

These settings apply only to attendees. Presenters can always share audio and video in the meeting.

For more information, see Microsoft’s Web page: http://office.microsoft.com/en-us/lync-help/set-options-for-lync-meetings-HA102809361.aspx


 

Getting set up for the meeting

Set up or upload presentation content

You can log in well in advance of the meeting and upload or create any content you’d like to share in the meeting. For example, if you know that you’d like to conduct a poll in the meeting. You can join the meeting the morning before the meeting and set up the poll. If you plan to share a program during the meeting, you will want to launch the program before the meeting begins.

To find presentation materials during the meeting:

  1. Within the meeting, hover over the monitor icon and select Manage Presentation Content.

    manage presentable content button
  2. You will see a list of all presentable content and can start or stop presenting or remove content.

Create a Lync group

It can be helpful to create a contact group within Lync with all of the attendees before the meeting. This will allow you to instant message everyone at once if something should come up before the meeting. If someone should accidentally leave the meeting, you can quickly drag and drop them from your contacts list to the meeting window to add them back in. Note: At this time you can only add contacts from KU or organizations who have chosen Open Federation within Lync. For more information, see Contacts & Groups.

Running your meeting in a conference room

It’s a good idea to give yourself time to get the room ready before your meeting starts, to make sure Lync is set up to work with the room audio and video devices.

If multiple people are in the same conference room, only one computer should log on to the meeting to prevent audio feedback unless multiple presenters will be sharing content. If additional computers must log on, they should choose Don't join audio when initiating the meeting.

In addition, if you have a speaker presenting at a podium, and moderators assisting with the meeting, you will want to make sure that the person who is signed at the podium is unmuted and the audio devices set up.

How to project a Lync meeting:

  1. If you’re using the room projector, connect the cable to your computer and select the appropriate display. Press the Windows key + P to start the display. You can choose one of the following options:
    presentation options
    • Duplicate - shows your desktop on both your computer monitor and the room projector. TIP: Microsoft recommends selecting Duplicate so you can see the meeting both on your monitor and the room display.
    • Extend - extends your desktop from your computer monitor and the room projector.
    • Projector only - shows your desktop only on the room projector.
       
  2. Set your screen display to 1024 x 768 pixels for the best viewing experience (800 x 600 portrait for tablet PCs).
    • Right-click on your desktop and left click on Screen Resolution.
    • Click the drop-down menu by Resolution.
    • Click and drag the slider to 1024 x 768. Note: The resolution might not appear until you drag over it.
       screen resolution

How to select and test your audio device:

Before using Lync with your meeting, select your audio device and check the quality. You can use your computer’s mic and speakers or plug in a headset. Lync-certified devices work best, but it is possible that other devices will work.

  1. Connect to the conference speaker and/or microphone devices.
  2. Launch Lync. You may need to go to the Start Menu > All Programs > Microsoft Office 2013 > Lync 2013.
  3. Click Select Primary Device using the drop-down menu in the lower-left corner of the Lync interface, then click Audio Device Settings.
    audio device setup button
  4. Pick your device from the Audio Device menu, and adjust the speaker and microphone volume, as needed.
  5. Select Check Call Quality to record a message and hear it played back.
    check call quality button
     
  6. Once you are satisfied with the audio quality, click OK.

How to prepare to record the meeting:

Remember to plug your laptop into a power source.

 


 

Starting the meeting

With Lync, starting a meeting is the same as joining the meeting. Note: At this time, you cannot start a meeting by using the call-in number and conference ID.

How to start or join a meeting:

Online instructions for all users are located at technology.ku.edu/joining-lync-meeting. Include these directions in your meeting invite. 

Because you are from KU and have Lync software on your PC, the meeting will launch in your desktop software after you do one of the following:

  • Click on Join Lync Meeting in the Outlook meeting request.
  • From the Microsoft reminder pop up, click Join Now.
  • From the Lync Calendar view, double-click the Lync meeting. (It will appear in blue.)

Use the recommended audio settings.

How to admit attendees from the virtual lobby:

By default, attendees joining the meeting through the Lync Web App, who sign in as a guest will wait in a virtual lobby until a presenter admits them. Note: Presenters and attendees who call in will bypass the virtual lobby and directly join the meeting.

  1. When attendees are waiting in the virtual lobby, a yellow bar will appear in the meeting window.
  2. Click on either Admit to admit all attendees waiting in the lobby or See Lobby to admit individual attendees.

    admit virtual lobby button
At the beginning of the meeting, remind participants of best practices:
  1. Use a wired Internet connection whenever possible. If you are experiencing audio or visual issues, you may need to switch to a wired internet connection, close the meeting, and then rejoin the meeting.
  2. Use a recommended Lync audio device.
  3. Mute your audio unless you are speaking. Remind the audience on how to mute and unmute themselves.
  4. If you are joining a meeting alongside other attendees in the same room, use only one computer to log on to the meeting to prevent audio feedback.

 


 

Conducting the meeting

Recording

When you record a Lync Meeting, you capture audio, video, instant messaging (IM), screen sharing, PowerPoint slides, whiteboard, and polling. Any of the presenters can record a meeting and save it on their computers.

How to record your meeting:

  1. Click the ellipses icon in the lower right corner of the meeting, then Start Recording. Note: If the recording option is dimmed, your audio might not be connected. Click the mic/phone icon to connect audio, then try again.
    record a meeting
  2. Use the controls at the bottom of the meeting to pause, resume, or stop the recording.
  3. To see who else is recording, hover over the red recording button.
  4. When you’re done, click the ellipses icon and choose Stop Recording or select the stop button.
    stop recording button
  5. Lync automatically saves the recording in MP4 format that plays in Windows Media Player.
  6. You can exit the meeting while the recording is being processed.

Best practices for recording a meeting:

  1. Notify meeting attendees when you are recording and if you plan to distribute to others.
  2. Make sure you are plugged in to a power source.
  3. Once you are finished recording, use a service such as KU’s Media Hub, mediahub.ku.edu, to upload and share your media. See After the Meeting for more information.

Participant controls

On the people menu, you see a list of the participants and can access a contact card with a right-click on the names. If you’re a presenter, you’ll have access to other controls, such as muting the audience or inviting more people.

How to view and change participant rights:

  1. Pause on the people icon to manage participants individually or as a group:
    • To add additional participants, click Invite More People, and find or select the people you want to invite. Note: This only works for KU contacts or members of organizations that have chosen Open Federation. See How to invite others to the meeting on the fly.
    • To mute, unmute, make presenter/attendee, or remove from the meeting, on the Participants tab, right-click a person’s name and use the options.
       
  2. To control the rights for multiple attendees at once, click the Attendees icon and then the Actions tab.
    participant controls
    Select an option:​
    • Mute Audience to eliminate background noise.
    • No Meeting IM to disable instant messaging (IM) during the meeting.
    • No Attendees Video to block attendees from starting video.
    • Hide Names to hide the names on the pictures.
    • Everyone an Attendee to reduce the number of presenters if you have too many.
    • Invite by email to send email invitations to additional people.

How to invite others to the meeting on the fly:

The best way to invite others to a meeting on the fly is to send them the meeting join information. You can do this by:

  • Forwarding the original meeting request to the individual. Or,
  • Within the Lync meeting, select the ellipses icon > Meeting Entry Info > Copy All Info.

    meeting entry info

    You can now paste that information into an email or instant message and send it to a new participant.

Presenting Content

Lync has many options for collaboration during conversations and scheduled meetings. You can show your entire desktop or just selected programs. In addition, you can give over control to others, which will enable them to control what’s being shared on your computer. You can conduct polls, share interactive whiteboards, and hold Q & A sessions.

Keep in mind that you need to be a presenter to share presentable content. By default, all meeting invitees and conversation participants will be designated as presenters. If the sharing option is grayed out, ask one of the presenters to give you presenter access.

Note: Meeting attendees who join using the mobile app will not be able to see collaborative content.

  • Share your monitor when you have to switch between programs, or work on documents from different programs. If you are using multiple monitors, you can choose to share one or both monitors.
  • Share a program when you want to present specific programs or documents, and you don’t want people to see anything else on your computer.
  • Share a PowerPoint presentation when you to give a more formal presentation using PowerPoint slides. Presenters will be able to cycle through the slides independently and share annotations.
  • Share a whiteboard when you want to collaborate on something visual or brainstorm. You can also copy and paste meeting notes into a whiteboard and participants will be able to add to them. When you’re done, you can save the whiteboard as a PNG.
  • Create and conduct a poll to gather quantifiable feedback from all online meeting participants. Polls are anonymous, and you can choose to hide results from attendees.
  • Add Q & A (question and answer) to provide a structured environment for answering questions during the meeting. This can be especially helpful in large meetings with multiple presenters. Attendees can ask questions, which appear for presenters to answer.

 


Share presentable content

NOTE: While you are sharing, your Lync status changes to Presenting, and you won’t receive instant messages or calls.

  1. In a meeting or conversation, pause on the presentation icon at the bottom of the window.
  2. On the Present tab, choose the option you’d like.
  3. You should now see the presenter’s toolbar at the top of the window if you are sharing your desktop or program. 
  4. On the sharing toolbar, at the top of the screen, use any of these options:
    • Click Give Control to share control of your desktop or programs with the participants. For details, see Give and take control of a sharing session.
    • blue pin to hide the toolbar and have more space. To un-hide the toolbar, move the mouse to the top of the screen. When the sharing toolbar appears, use any of the controls or click the pin again to keep the toolbar visible.
  5. Choose Stop Presenting in the presenter’s toolbar to stop sharing.

If you want a meeting attendee to share their screen, give them  presenter access, so they can use the controls. If they don’t use Lync, they can still use Lync Web App to present. See Share your desktop and programs from Lync Web App for more information.


Share primary, secondary or all monitors:

If you have more than one monitor, they all display on the Present tab, and you can choose which one to share. When you share All Monitors, the sharing toolbar opens on your primary monitor.


Share a program

  1. Launch the program you’d like to share.
  2. Hover over the monitor icon and select Program.
  3. Lync will display all of the programs you currently have open. Select the one you’d like to share.
  4. You will now be presenting the program. The window with the program will appear to have a yellow outline, and you’ll see the presenter’s toolbar at the top. You can use the options on the presenter’s toolbar to give control to others and end the presentation.

Give and take control of a sharing session

If you want another meeting participant to change a document, help you present, or demonstrate something, you can grant control to that person. You’ll both be in control of the sharing and you can take back control at any time.

  1. On the sharing toolbar, click Give Control.
  2. Select the name of the person you want to give control to.>Lync sends a notification to that person to let them know you’re sharing control.
  3. To take back control, click Give Control on the sharing toolbar again, and then click Take Back Control.

TIP: You can enable people to automatically take control of your sharing session at any time, by clicking Give Control Automatically on the sharing toolbar. We recommend that you select this option only in small and casual meetings. To take back automatic permission, click Give Control on the sharing toolbar, and clear Give Control Automatically.


Share a PowerPoint

Giving a PowerPoint presentation is an effective way to get your ideas across. It lets you present your ideas visually and organize them in highlights to make them more memorable.

Use the meeting controls such as annotation tools, presenter notes, and switching presenters, to help you during your presentation. You can even make the slides available for downloading to all attendees to review after the meeting.

To upload your PowerPoint presentation:

It’s a good idea to upload your presentation in advance and practice with the presentation tools so you’re comfortable using them in the meeting.

  1. Pause on the presentation (monitor) icon, and click PowerPoint.
  2. Find your presentation, and double-click it to upload in the meeting.
  3. To move the slides, use the arrows at the bottom of the meeting, or the arrow keys on your keyboard. You can also use the Thumbnails.
  4. Click Notes to see your presenter notes (visible only to you).
  5. If a slide contains a video, pause on the slide to unhide the video controls, such as PlayPause or Stop. The audio plays for participants who used computer audio when joining.
  6. Any animations in the slides play just like they do outside the Lync Meeting.
  7. Press F5 on your keyboard to go to full-screen view, and Esc to go back to normal view.
  8. Click the Annotations button on the right side of the slide to unhide the tools and draw, stamp, highlight, and so on. See later in this article for more information.

To view slides privately:

If someone else has uploaded and started sharing a PowerPoint presentation, you can move ahead or back to view the slides privately, or take control of the presentation. Please note that you must be designated as a presenter to do this.

  1. Tap or click the slide, then use the arrows at the bottom of the meeting to move through the slides.

This won’t interrupt the meeting, and you’ll be able to return to the slide that the presenter is currently showing at any time. Just select Return to Presenter’s View.


Create a whiteboard

A Whiteboard is a blank page that you can use to work together with other meeting participants by being able to type notes, draw, or import images. When your meeting is over, you can save the Whiteboard with the data from the participants’ collaboration.

For more on interactive whiteboards, see Microsoft’s website.

Create and conduct a poll

Conducting a poll is a great way to get measurable feedback on a question. Polls are anonymous, and you can choose whether to hide or show results to attendees. You can export the results as a PNG.

  1. Hover over the monitor icon and choose Poll.
  2. Give your poll a name.
  3. Type a question to ask with the poll.
  4. Provide choices.
  5. Select Create to distribute to everyone in the session.

TIP: You can join your meeting and create a poll before your meeting starts.


Enable Q&A

Enabling Q&A (question and answer) provides a structured way for collaboration during the meeting. Any presenter can initiate the Q&A session. Attendees and presenters can ask questions, but only presenters can answer.

Note: When you initiate a Q&A session, meeting instant messaging will be turned off until the Q&A is over.

  1. Hover over the monitor icon and choose Q&A. If there are no other content presented, the content stage opens and displays the Q&A manager for all participants. If other content is active, the Q&A tab displays as a new tab next to the Presentation tab.
  2. When a question is submitted, any of the presenters can click Answer and type a reply. Then press Enter on the keyboard to post the answer.
  3. If you’re presenting content when a question is submitted, you’ll see a notification about the new question. You can click the Q&A tab at any time to answer the question, and then go back to Presentation tab to continue your presentation.
  4. If you start typing an answer and change your mind, click Cancel to answer later, or for another presenter to pick up the question.
  5. Click the Unanswered tab to filter for the questions that haven’t been answered yet.
  6. At the end of the session, click Stop Q&A. When Lync asks if you want to enable IM, click Allow All Meeting IM, or click X on the notification if you want to keep the IM off.
  7. If you want a record of the Q&A session, click Save As, type a name and save the file on your computer. Q&A is saved in Notepad and contains the questions, answers, time stamps and the names of attendees and presenters who participated.

Send and receive files

  1. Pause over the monitor icon and select the Attachments tab.
  2. Select Add Attachment.
  3. Browse your computer, select the file, and select Open.

Presenting Content

Microsoft Lync meetings allow for a variety of presentation and collaboration options. When you begin presenting, your Lync status will automatically change to Do Not Disturb, which will block instant messages or calls for the duration of the presentation. Keep in mind that you need to be a presenter in Lync to share content. If the option is grayed out, ask one of the presenters to give you presenter access. Note: Presentable content is not able to be viewed by attendees using the Lync Mobile App. Mac users will not be able to see whiteboards, polling, and Q&A unless they are joining through the Lync Web App.

How to present in a meeting:

  1. Hover over the monitor (presentation) icon in the lower left corner of the meeting window.
  2. Select one of the presentation options.
  3. When you begin presenting, you will notice a Presenter’s toolbar appearing at the top of your monitor.

How to view presentable content:

After you create or upload content for sharing, Lync adds it to the Presentable Content list. Uploaded content will stay with the meeting for 15 days. Keep in mind that if you use the default meeting options, you will see materials from meetings held in the past 15 days.

  1. Once you upload or share content, you will see the items listed by hovering over the monitor (presentation) icon and choosing Manage Presentable Content.
  2. As you share more content, you can use this list to indicate what content you want to share at any time by tapping or clicking the button and selecting from the options that appear.

Share your desktop or program in Lync

  • Share your desktop whenever you plan to switch between different programs. Important: When sharing your desktop, everyone in the meeting can see your programs, files, and notifications. If you have confidential information or files that you don’t want people to see, close them or use program sharing instead.
  • Share a program when you need to present specific programs or files and don’t want people to see anything else on your computer.

How to share your desktop or a program:

  1. At the bottom of the conversation window, hover over the monitor (presentation) icon.
  2. On the Present tab, do one of the following:
    • To share the content on your desktop, click Desktop.
    • To share one or more programs or files, click Program, and then select the specific program(s) or file(s). Note: If you do not see the program you’d like to share, click cancel and launch the program and/or file. Then, go back to the monitor (presentation) icon and click Program. You will now see the program appear.
  3. On the sharing toolbar, on top of the screen, use any of these options:
    • Click Stop Presenting when you are done sharing your screen or program.
    • Click Give Control to share control of your desktop or program with the participants. For details, see Give and take control of a sharing session.
    • Click the blue pin to hide the toolbar and have more space. To un-hide the toolbar, move your mouse to the top of the screen. When the sharing toolbar appears, use any of the controls you need or click the pin again to keep the toolbar visible.

If you want a meeting attendee to share their screen, give them presenter access, so they can use the controls. If they don’t use Lync, they can still use Lync Web App to present.

How to share primary, secondary or all monitors:

If you have more than one monitor, they all display on the Present tab, and you can choose which one to share. When you share All Monitors, the sharing toolbar opens on your primary monitor.

How to give and take control of a sharing session:

If you want another meeting participant to change a file, help you present, or demonstrate something, you can grant control to that person even if they are using the Lync Web App. You will both be in control of the sharing, and you can take back control anytime. Note: You can only give control to one person at a time.

  1. On the sharing toolbar, click Give Control.
  2. Select the name of the person you want to give control to. Lync sends a notification to that person to let them know you’re sharing control.
  3. To take control back, click Give Control again, and then click Take Back Control.

TIP:  You can allow people to automatically take control of your sharing session at any time, by clicking Give Control Automatically on the sharing toolbar. We recommend you choose this option only in small and casual meetings. To take back automatic permission, click Give Control, and clear the Give Control Automatically check box.

Sharing videos during a meeting

If you’d like to share a video during a meeting, it’s best not to play or stream the video using the share desktop or program option. Instead, send the URL through instant messaging and give the participants time to go watch the video and meet back in the meeting space.

Present PowerPoint slides in a Lync Meeting

Presenting PowerPoint slides is an effective way to get your ideas across, and make your presentation memorable by focusing on bulleted items and avoiding too many details. Use the meeting controls such as annotation tools, presenter notes, and switching presenters, to help you during your presentation. You can even make the slides available for downloading to all attendees to review after the meeting.

BEST PRACTICE: It’s a good idea to log in and upload your PowerPoint before the meeting. Large PowerPoint presentations can take several minutes to upload. Restrict your presentations to 15 slides when possible.

How to upload your PowerPoint presentation:

It’s a good idea to upload your presentation in advance and practice with the presentation tools so you’re comfortable using them in the meeting.

  1. Join the meeting. You can do this in advance of the meeting.
  2. Hover over the monitor (presentation) icon, and click PowerPoint.
  3. Locate your PowerPoint file and double-click it to upload in the meeting.

How to share a PowerPoint:

  1. To move the slides, use the arrows at the bottom of the meeting, or the arrow keys on your keyboard. You can also use the Thumbnails.
  2. Click Notes to see your presenter notes (visible only to you).
  3. If a slide contains a video, pause on the slide to unhide the video controls, such as Play, Pause or Stop. The audio plays for participants who used computer audio when joining.
  4. Any Animations in the slides play just like they do outside the Lync Meeting.
  5. Press F5 on your keyboard to go to full-screen view, and Esc to go back to normal view.
  6. Click the Annotations button on the right side of the slide to unhide the tools and draw, stamp, highlight, and so on.

How to use the Annotation tools:

By using the annotation tools you can visually focus on various points in your presentation or brainstorm with the participants. Annotating a presentation doesn’t change the actual file. However, you can save a new copy with the annotations if you want.

  1. Click the Annotations tool set icon on the upper-right side of the PowerPoint slide to unhide the tools. Screenshot of annotations button
  • Pointer tool: a virtual laser pointer. Drag the pointer across the slide.
  • Select and Type: selects an area where you can type, change font, color, and size.
  • Pen: draws freehand.
  • Highlighter: highlights a specific area of the current slide.
  • Eraser: removes specific annotation that you chose.
  • Stamp: inserts a stamp on the displayed slide: Arrow, Check, or X.
  • Shape: draws shapes such as lines, arrows, squares.
  • Insert Picture: inserts an image on the slide from your computer.
  • Delete Selected Annotation: removes the annotations that you’ve selected.
  • More Options: provides options to select the annotation, undo, redo, copy, cut, paste, paste as image, Save as, and Send to One Note.

How to select who can download your presentation:

To keep the focus on what you’re presenting and avoid distractions, you can restrict access to download your presentation. Then at the end of the meeting, you can change the options to let people download the slides to view later.

  1. After you’ve uploaded the presentation in the meeting, pause on the monitor (presentation) icon, and click Manage Presentable Content.
  2. Click the Permissions menu and choose an option:
  • Organizer: Only the person who scheduled the meeting can download the presentation.
  • Presenters: Any of the presenters in the meeting can download the presentation.
  • Everyone: Anyone in the meeting can download the presentation to their computers.

How to download the presentation:

The participants, who have permission to download the presentation, can save the file on their computer.

  1. Pause over the monitor (presentation) icon.
  2. Click Manage Presentable Content.
  3. Click More, and then Save As, or Save with Annotations.

How to select who can view your presentation privately:

If you don’t want attendees looking ahead in the presentation, you can lock them to your view. Be aware that other presenters can still look ahead in the presentation.

  1. In the meeting room, click More Options and Lync Meeting Options.
  2. Choose the permissions on annotations and view options.
    • Who can annotate PowerPoint presentation.
    • Who can look at content on their own

Use this option when you want your participants to be able to look at the presentation on their own, without interrupting your meeting. This is also a good option for other presenters who might want to skip ahead to a slide they’re about to present.

How to view privately or take over as presenter:

Presenters can take turns presenting the slides in a meeting. While one person is presenting, another can skip ahead to a specific slide and then return to the current view.

  1. To view the slides privately, click the arrows at the bottom of the meeting to move through the slides. This won’t interrupt the meeting, and you’ll be notified that you are viewing the meeting privately.
  2. To go back to the current view, click Return to Presenter’s View to synchronize your view with the active presenter.

How to return or take over as presenter:

  1. To present, click Take Over as Presenter to take control of the presentation. Be aware that the meeting automatically switches to your view.
  2. When you have finished your presentation, click Stop Presenting.

Whiteboard

A Whiteboard is a blank page that you can use to work together with other meeting participants by being able to type notes, draw, or import images. When your meeting is over, you can save the Whiteboard as a .PNG with the data from the participants’ collaboration.

BEST PRACTICE: Whiteboards are a great way to comment or collaborate on something that is visual.

How to open a new Whiteboard:

  1. Hover over the monitor (presentation) icon, and then click Whiteboard under the Present tab.
  2. A blank Whiteboard opens on the meeting stage on everyone’s screen.
  3. The annotation tool set opens automatically on the right side of the Whiteboard.
  4. Click any of the tools to annotate on the Whiteboard, such as: Pointer tool, Pen, Highlighter, Eraser, and so on.

The Whiteboard closes automatically if you switch to another presenting option, but will be available in the Presentable Content window if you want to open it later in the meeting. Just pause on the monitor (presentation) icon and click Manage Presentable Content, to access the Whiteboard again.

How to use the annotation tools:

Use the tools along the side of the Whiteboard to visually focus on the page or brainstorm with the participants. Many people can work on the Whiteboard at the same time, but each tool can be used only by one person at a time.

  • Laser Pointer: a virtual laser pointer. Click and drag the pointer across the page. A blue circle appears in the meeting indicating your name.
  • Select and Type: selects an area to type. You can change font, size, and color by clicking the arrow next to the Select and Type to open the menu.
  • Pen: draws freehand. Click and start writing or drawing in black, or click the down arrow next to the button, and then select another color.
  • Highlighter: highlights a specific area of the current slide.
  • Eraser: removes specific annotation you choose.
  • Stamp: inserts a stamp on the page: Arrow, Check, or X. Choose an option from the menu, then click on the Whiteboard to stamp.
  • Shape: draws shapes such as lines, arrows and squares. Click the down arrow next to the button to select another shape or color.
  • Insert Picture: inserts an image on the slide from your computer.
  • Delete Selected Annotation: removes the annotations that you’ve selected.
  • More options: provides options to select the annotation, undo, redo, copy, cut, paste, paste as image, Save as, and Send to One Note.
     

How to move or delete drawings:

You can select, then move or delete any of the drawings on the Whiteboard.

  1. To move objects: Click the Select and Type button, and then click one or multiple drawings that you want to move. A selection rectangle appears around the selected object(s). Drag the rectangle to a new position. Note: For typed text, point to the bar at the top of the text box before you begin dragging it.
  2. To delete an object: Click the Select and Type button, and then select the drawing that you want to delete. Press Delete on your keyboard.

How to view who added or changed content:

  1. To see who added or changed content on the Whiteboard, do one of the following:
    • For non-text items on the Whiteboard, hold the mouse pointer over the drawing to see “Created by” and “Last modified by” information.
    • For text, point at the text, and then hold the mouse over the solid rectangle that appears above the text when you point at it.

How to manage your Whiteboard:

  1. Pause on the presentation (monitor) icon, and then click Manage Presentable Content.
  2. Click the Permissions menu and choose who can download the Whiteboard to their computer:
    • Organizer Only: the person who scheduled the meeting can download.
    • Presenters: Any of the presenters in the meeting can download.
  3. Everyone: Anyone in the meeting can download.
  4. Click the More menu and choose an option: Save As, Send to OneNote, or Rename.

Poll

Polling is a great way to get people involved and interacting in your meeting, and find out what they think about the ideas you’re sharing in real time. You can hide results from attendees, however presenters will always see the results. Also, if you are projecting, attendees in the room will see the results. You can save the results of the poll as a .PNG.

  1. In the meeting window, pause on the presentation icon.
  2. Make sure you’re on the Present tab, then click Poll.
  3. In the Create a Poll window, type your question and the answers, then click Create.
  4. The poll page opens in the meeting and results are shown to everyone as the participants select an option.
  5. Click Poll Actions to manage the poll, such as open, close, edit, show, or hide results.
  6. When you’re done, click Stop Presenting at the top of the meeting room.
  7. To delete a Poll page, hover over the presentation, (monitor) icon, click Manage Presentable Content and then click Remove.

Q & A (question and answer)

Lync Q&A Manager (question and answer) provides a structured environment for answering questions during a meeting. This feature is especially helpful in large meetings where anyone can ask a question but only a presenter can answer them, while someone else is presenting meeting content.

Keep in mind that attendees can ask questions, but only presenters can answer. Also, when you begin a Q&A session, instant messaging (IM) is suspended.

How to start the Q&A Manager:

Any of the presenters in a meeting can start the Q&A Manager and reply to questions. If you are attending a meeting see Use the Q&A Manager as a participant.

  1. In your Lync Meeting, point to the presentation (monitor) icon, then click Q&A. If there are no other content presented, the content stage opens and displays the Q&A manager for all participants. If other content is active, the Q&A tab displays as a new tab next to the Presentation tab. The Meeting IM is automatically turned off until you stop the Q&A Manager.
  2. When a question is submitted, any of the presenters can click Answer and type a reply. Then press Enter on the keyboard to post the answer. If you’re presenting content when a question is submitted, you’ll see a notification about the new question. You can click the Q&A tab at any time to answer the question, and then go back to Presentation tab to continue your presentation.
  3. If you start typing an answer and change your mind, click Cancel to answer later, or for another presenter to pick up the question.
  4. Click the Unanswered tab to filter for the questions that haven’t been answered yet.
  5. At the end of the session, click Stop Q&A. When Lync asks if you want to enable IM, click Allow All Meeting IM, or click X on the notification if you want to keep the IM off.
  6. If you want a record of the Q&A session, click Save As, type a name and save the file on your computer. Q&A is saved in Notepad and contains the questions, answers, time stamps and the names of attendees and presenters who participated.

How to use the Q&A Manager as a participant:

When the Q&A session is shared by a presenter, all the meeting attendees can view and ask questions. Keep in mind that you can switch between the Q&A and Presentation tabs at any time during the meeting.

  1. Type a question in the Ask a question box.
  2. When the question is answered, you’ll see the response below your question.
  3. If you only want to see your questions, click the My Questions tab.
  4. To have a local copy of the questions and Answers, click Save as…, and select a location on your computer.

 


 

Ending the meeting

How to end a meeting:

  • If you just want to exit the meeting and let others stay connected, simply close the meeting window.
  • To remove everyone from the meeting, click the ellipses icon and then click End Meeting. Click OK on the prompt to continue. This closes the window and disconnects everyone from the meeting, including those participants who called in.

    end meeting
     

 


 

After the meeting

Play and share a recording

Once your meeting is over, any recordings will need to process on your machine. This can take several minutes depending on the length of your video. When your recording has been processed, you can access it to play or send to others. Lync displays a message when the recording is ready. You can click the alert to open Recording Manager, or if you miss that, click on the black drop-down button on the Lync main window, then choose Tools > Recording Manager.
recording manager
 

TIP: Once they have processed, recordings are saved in the Videos/Lync Recordings folder on your computer.

 

To play your recording:

  1. In the Recording Manager window, click your recording to highlight it, then click Play on the right side of the window. You can also rename or delete your recording here.

To share your recording using KU's Media Hub:

You will need to first upload the recording to a media hosting service, such as KU’s Media Hub. From there, you will get a URL to share with others or embed on a Web page.

  1. Log in to your media hosting service. To use KU’s Media Hub, go to mediahub.ku.edu and log in with your KU Online ID and password.
  2. Click on Media Upload in the left navigation.
  3. Click on + Choose a file to upload.
  4. Locate the recording by going to your Videos Folder.
  5. On a PC, go to Libraries, Videos, and then Lync Recordings.
  6. Select the recording and click on Open.
  7. The recording will first upload. When it has finished, you will see a message saying, “Finished uploading!” Click on Go to media page.
  8. Depending on the size of your video file, it may take a few seconds to several minutes to process. Once it has finished, you will see a preview of the video. Click on Share to locate the URL or the code to embed it on a Web page.

 


 

Other notes

For advanced Lync users, there is a work around allowing you to start an impromptu meeting and invite others. This can be a great way to practice using the features within a meeting.

How to launch an impromptu meeting:

  1. Launch Lync.
  2. Select the black drop-down arrow by the gear icon and select Meet Now.
  3. Use the default audio options and click OK. You have now started a meeting, and you are the only attendee.

How to invite others:

  1. Within the Lync meeting, select More Options and then select Meeting Entry Info.
  2. Click Copy All Info.
  3. You can now paste that information into an email or instant message and send it to a new participant.

 


KU IT on Twitter  KU IT on Facebook  KU IT on Instagram

Technology Help

Call KU IT Customer Support

785-864-8080
Phone support

Email KU IT Customer Support

itcsc@ku.edu
Support via Email

Faculty/Staff Support

Faculty/Staff Support
Technology Support Centers

KU IT Knowledge Base

Knowledge Base
FAQs & More

Virtual Service Desk

Virtual Service Desk
Online Help

Call KU IT Customer Support

913-626-9619
Phone support

Email KU IT Customer Support

kuec_support@ku.edu
Support via Email

KU IT Knowledge Base

Knowledge Base
FAQs & More

Request Edwards IT Support

Request Edwards IT Support
Online Help

Comments or ideas on how we can serve you better? Send us your feedback!

One of 34 U.S. public institutions in the prestigious Association of American Universities
Nearly $290 million in financial aid annually
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times
KU Today