Quick Start: Participate in online meetings with Lync Web App

Participate in Microsoft® Lync™ 2010 online meetings even if you don’t have a Microsoft® Lync account and haven’t installed the Lync 2010 client software on your computer. Use this guide to support you during your first meeting using Microsoft® Lync Web App communications software.

What do you want to do?


Check your meeting readiness

Before meeting time, run the meeting readiness program to determine if you have the programs you’ll need for a successful Lync meeting. You may have to download the Microsoft® Silverlight® 4.0 browser plug-in, or a later version of Silverlight, and then restart your computer.

To run the meeting readiness program

  • Open your Online Meeting email invitation, click First online meeting? at the end of the invitation, and then follow the instructions.

Join online meeting email message

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Join the meeting

To join the meeting, do the following:

  1. At meeting time, open your Online Meeting email invitation, and then click Join online meeting in the email message.
  2. In the Lync 2010 screen that opens, click Join the meeting using your web browser.

Lync 2010 Join Meeting screen

  1. If you have an account with the organization that called the meeting, click Join using your corporate credentials.

Options for joining a meeting with Lync Web App

 Note    With corporate credentials, you will have a few more privileges, such as being able to join the meeting without waiting for the leader to approve you.

Otherwise, click Join as a guest.

  1. If necessary, enter your corporate credentials or type a display name for yourself, and then click Join Meeting.

You may have to wait until the meeting leader lets you in, or you may be admitted right away.

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Get audio

To get audio during the meeting, do the following:

  1. In the meeting window, click Phone to see your audio options.
  2. Do one of the following:
  • To have the conference call you, choose your country code, type your phone number, and then click the Call Me button.
  • To call into the meeting using Microsoft® Office Communicator 2007 R2, click the Call button.

 Note    This option is available only if you are running Office Communicator 2007 R2, and you joined the meeting with your corporate credentials.

  • To call into the meeting from your phone, call the dial-in number in your email invitation.

Audio join options for Lync Web App

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View information about the other participants

The participant list indicates the permissions level of each participant: either Presenter or Attendee. Only presenters can share their screens, give Microsoft® PowerPoint® presentations, open whiteboards, and access other features, depending on how the meeting was organized.

The icons next to each name indicate whether the person is currently participating in instant messaging (IM), audio, video, and content sharing in the meeting.

Roster example

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Send an instant message

To send an instant message to meeting participants, do the following:

  1. At the bottom of the meeting window, click the message input area, and begin typing.

 Tip    You can format your message using the text formatting options, and add emoticons if you’d like.

IM formatting buttons

  1. Press Enter.

 Note    Your IMs are received by all the meeting participants.

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Save a file that another participant has distributed

To save a file that someone shares during a meeting, do the following:

  1. At the top of the meeting window, click the Add or view attachments button.

Add Attachment icon

  1. Click the file, select a location, and then click Save.

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Distribute a file

To share a file with other participants, do the following:

  1. At the top of the meeting window, click the Add or view attachments button.

Add Attachment icon

  1. At the bottom of the Attachments dialog box, click Add Attachment.
  2. Locate and then double-click the file you want to distribute.
  3. When the file appears in the Attachments dialog box, click Close.

Meeting participants will be alerted that there’s a new attachment, which they can save for future viewing.

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Share your screen with others

The first time that you initiate desktop or program sharing, you will be prompted to download the Lync Web App plug-in.

Depending on the permission levels set by the meeting organizer, a meeting presenter may need to make you a presenter (if you are not already one) before you can show your desktop or program to the other meeting participants.

 Note    Only one person at a time can share.

  • In the meeting window, click the Share menu to see your available sharing options.

Lync Web App Share menu

Share your desktop

  • In the meeting window, click the Share menu, and then click Desktop.

If you have only one monitor, it will be displayed to all the meeting participants. If you have more than one monitor, you will be prompted to select the monitor or monitors that you want to display.

Share a program

  1. In the meeting window, click the Share menu, and then click Program.
  2. In the Select programs dialog box, select the program or programs that you want to display, and then click Start Sharing.

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Give a PowerPoint presentation

To present PowerPoint slides to meeting participants, do the following:

  1. Have a meeting presenter download the PowerPoint file you want to present.
  2. In the meeting window, click the Share menu, click Recent Content, and then click the PowerPoint file.
  3. Use the navigation arrows in the lower right of the stage to advance through your presentation, or click the Show Thumbnails button if you want to present your slides in a different order.

Lync PowerPoint presentation

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Open a whiteboard

The whiteboard is a fresh page for notes and drawings that everyone in the meeting can use together.

  1. In a meeting window, click the Share menu, and then click New Whiteboard.
  2. To start writing or drawing on the whiteboard, use the tools in the lower left of the whiteboard.

Lync whiteboard

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Conduct a poll

Take a quick vote on the matter at hand, or gather pertinent information from meeting participants with a minimum of fuss. You must be a presenter to create a poll.

  1. In the meeting window, click the Share menu, and then click New Poll.
  2. Type your question and at least two possible answers, and then click OK.

Lync polling

If no one else is sharing, your poll opens, and meeting attendees can begin voting.

  1. Do any of the following:
  • To change the poll, click the Edit poll question and choices button.

Edit poll question and choices button

  • To allow the meeting Attendees as well as the other Presenters to watch the results of an ongoing poll, click the Show results to everyone button.

Show polling results to everyone button

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