UC, Lync Conferencing Guide for Cisco eConferencing Users
On this page, you can learn more about using Unified Communications (Lync) if you have used the Cisco MeetingPlace eConferencing system (from either Technology Services or ACES).
On This Page
- Why should I use Lync conferencing to replace MeetingPlace eConferencing?
- Getting started with Lync conferencing
- Questions or comments
Full Lync conferencing documentation is available at:
Why should I use Lync conferencing to replace MeetingPlace eConferencing?
Lync conferencing, as part of the Unified Communications (UC) service, provides audio, video and web/data conferencing for all of campus at no additional cost.
Notable Lync features include:
- No meeting charges:
Lync conferences are free, unlike the $25 charge to schedule a MeetingPlace meeting. There are no scheduling fees or per minute charges for Lync conferences.
- Voice charges may vary:
Lync meetings offer an inbound toll-free number. We also have a 217 Champaign-Urbana area code and a 312 Chicago area code for guests/external callers to call in. Most phone plans don't charge extra for domestic long distance. Guests, including international guests, can also use the free Lync Web App to join the meeting using their Windows computer, thus avoiding any phone carrier long distance charges. Lync users can just click on the online meeting link to join the meeting; no need to dial in.
- A Lync authenticated user must start your meeting:
For guests to join a meeting, at least one Lync authenticated user must be present to start the meeting. Until a Lync authenticated user joins the meeting, guests are placed in the "lobby." (The Lync authenticated user can leave the meeting after the guests have moved from the "lobby" into the meeting.)
- Lync permits 250 attendees maximum per conference/meeting, which is much higher than MeetingPlace's 100 person capacity.
- A University of Illinois member must schedule the meeting:
Meetings can be scheduled only by Lync enabled authenticated users. Guests and unauthenticated users cannot schedule meetings.
Lync offers many of the same features you're familiar with as a MeetingPlace eConferencing user, and provides more flexibility as well. Lync's most frequently used conferencing features include:
Like MeetingPlace, you can schedule a Lync conference in advance. Unlike MeetingPlace, you can also hold unplanned conferences.
There are three ways to schedule a future Lync meeting:
- Use Microsoft Outook (preferred):
- Schedule a Lync 2013 meeting in Outlook (Windows)
- Schedule a Lync 2010 meeting in Outllook (Windows)
- Schedule a Lync 2011 meeting in Outlook (Mac)
- Obtain your from the Dial-in Conferencing page and send this information to your attendees in a invitation email.or
- Use (not preferred)
NOTE: Be sure to use Outlook to schedule conferences when you can. Scheduling with Outlook is recommended over Web Scheduler because Web Scheduler can't schedule recurring meetings, only displays the meetings which you've scheduled (not the ones you were invited to), and doesn't interact with the calendar server.
Even though meetings are scheduled with a specific start time and end time, meetings can be started at any time and ended at any time.
Turning a conversation into a meeting
You can add more members to a conversation you're already participating in, whether that conversation is via voice, instant messaging, or video. See:
- Lync 2013 - Ad Hoc Meetings and Sharing in Lync 2013 (Windows)
- Lync 2010 - Quick Start: Share your desktop or a program in Lync (Windows)
- Lync 2011 - Start an unscheduled meeting or conference call (Mac)
There are two ways people can join Lync meetings.
- Lync users can join meetings by clicking on the Join online meeting
link in the meeting invitation or email. This should put you straight
in the meeting. Note that you may join the meeting muted and should
unmute your microphone to speak.or
- For guests, the Lync Web App will be loaded to view the presentation. Please note that in order to listen to audio guests will also need to dial in to the meeting using a phone. To do this, they will need their meeting ID (provided in the meeting invitation).
The following resources may help you prepare to hold meetings in Lync:
Lync 2011 - Start an Unscheduled Meeting or Conference Call (Mac)
Lync 2011 - Schedule an Online Meeting (Mac)
- Lync 2013 - Record and Play Back a Lync 2013 Meeting
Lync 2010 - Record and play back meetings in Lync 2010
NOTE: Recording and playback is not available in Lync 2011 for Mac.