Setting Options for Skype Meetings using Outlook

On this page, you will find information to help you decide how to set your Skype meeting options using Outlook.

The Skype for Business or Lync default options are appropriate for small and casual meetings with coworkers. It’s a good idea to change the options if you are inviting more than 10-15 people, want to control meeting permissions, or have invitees from other companies.

After you click New Skype Meeting in your Outlook calendar, click Meeting Options on the ribbon and pick the appropriate choices.

Skype Meeting

Meeting Options Button

Where do you want to meet online?

A new meeting space (I control permissions) *This is the recommended choice.

You get a brand new meeting with a unique ID, and can customize permissions such as who gets to be a presenter, mute people or prevent them from sharing video.

NOTE: Remember to upload your content such as PowerPoint presentations or files you want to attach. This is a new meeting and your files from other meetings won’t be in the room.

My dedicated meeting space (less secure)

This is simply your own meeting room and will always have the same ID and permissions. Content, such as PowerPoint presentations or other files remain in the meeting until you delete them. This is a good option for informal meetings with coworkers, which lets them sign in at any time with presenter permissions.

Skype Meeting Options in Outlook

These people don’t have to wait in the lobby

You decide who gets into the meeting directly, and who waits until you let them in. When the meeting starts, you see the names of the people who want to join the meeting and can grant or deny access.

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 company1
Only people who were invited to 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 organization1
Anyone who has an account on the University's Skype for Business system, even if not directly invited.
You don't have external participants and are not discussing confidential information.
Anyone (no restrictions)
Anyone who has access to the meeting link gets into the meeting directly.
You're inviting outside participants and you're not discussing confident

NOTE: Don’t forget to also check or un-check the options for people who call in:

  • Callers get in directly - People who call in with a phone get connected directly.
  • Announce when people enter or leave - Everyone can hear the names as people come and go. Not recommended for large meetings.


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.

Let’s take a look.

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 organization1 Anyone on the campus network can 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 choose1 You and the people you choose. Pick this option when you want specific people to be presenters.

NOTE: When you select People I choose, click Choose Presenters and move the participants from Attendee to Presenters side. External invitees and distribution lists can’t be added as presenters with this option, but you can give presenter permission to individuals when you are in the meeting.


Do you want to limit participation?

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

  • Disable IM
  • Mute all attendees
  • Block attendees’ video

These settings apply only to attendees. Presenters can always share audio and video in the meeting, if their account is enabled for it.


Phone

Attendees calling in to a meeting from an external location?

If your account allows you to create meeting requests that include call-in details (that is, if you're configured for dial-in conferencing), people can call into the meeting using a phone other than their Skype for Business one. Three choices of phone numbers to use in order to dial into a conference will be added to the meeting. We strongly recommended using a local telephone number (where possible) instead of using the listed Toll Free number.

If your attendees are calling in using the Skype for Business client on their mobile phone, you should instruct them to call the dial-in number with an area code that matches their Skype for Business number.

Forgot your Dial-in PIN (Personal Identification Number)

You don’t need a PIN when you join the meeting with your Skype for Business or Lync client. You will get connected directly and your name shows up in the participant list. However, if you want to call in as the leader or an authenticated caller from a non-Skype for Business phone, you’ll be prompted and will need to enter your PIN and your 10 digit Skype for Business phone number.

Footnote

1 Users in "my company", "my organization" or "people I chose" groups must be authenticated to the system in order to be automatic presenters and/or bypass the lobby. Authenticated users are those that have presented the system with information proving who you are. The easiest ways to do this are by joining from an application or device that you have provided your NetID and password to or your 10 digit campus number and Skype for Business conferencing PIN. For any Skype for Business Online meeting, you MUST have at least one Skype for Business or Lync authenticated user in the meeting. If no authenticated user joins, the online meeting will not begin and other callers will be dropped from the meeting!

See Also

Lync or Skype for Business, How to reset the PIN

Skype for Business PINs

Skype for Business, Conference Calls, Outside Callers Joining Meetings




Keywords:Lync, Lync 2013, outlook, meeting options, meeting, online meeting, conference, meeting space, meeting id, contacts, presenter, organizer, invitee, attendee, mute, block, phone, dial-in, PIN, UC Lync Pin, invitations, lobby, Skype for Business 2015, Skype meeting   Doc ID:50266
Owner:Lync M.Group:University of Illinois Technology Services
Created:2015-04-09 16:16 CDTUpdated:2016-12-19 17:10 CDT
Sites:University of Illinois Technology Services
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