Customizing the Join Meeting Experience in Lync

Many Lync organizations and users need to customize certain aspects of joining a Lync meeting such as which participants are given the Presenter role, which Lync meeting client a participant will use, or the default text sent in the Lync meeting request.

Controlling who is a Meeting ‘Presenter’

Lync meeting Organizers are often surprised when the meeting starts and all internal participants are listed as a Presenter.

The Presenter role in refers to what this participant is allowed to do in this meeting. Specifically it enables the participant to share their desktop and applications, present files, and manage meeting options including admitting people into the meeting, but it does not give them all the rights that an organizer has, such as changing who has access to the meeting.

Specifying which meeting participants have the Presenter role can be controlled by the meeting organizer, and the default options for all users in an organization can be customized by the Lync Administrator.

The meeting organizer can choose who is a Presenter in the Lync 2010 Online Meeting Add-in for Outlook in the Meeting Options as shown here:

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Note: the ‘Remember settings’ option is useful to customize these settings every time you create a new scheduled meeting.

Lync Administrators can customize the default meeting participant options for all users in a company by defining and applying a collection of meeting configuration settings. See the New-CsMeetingConfiguration cmdlet at http://technet.microsoft.com/en-us/library/gg398065.aspx.

The ‘DesignateAsPresenter’ setting on this cmdlet defines what participants (besides the organizer) are given the Presenter role by default when they join the meeting. The options are: None, Company, Everyone. The default is Company which gives all internal participants the Presenter role. Note: customizing who is a Presenter can only be done for scheduled Lync meetings.

Customizing which Lync Client is Used by Meeting Participants

Microsoft Lync has several clients that can be used to join a meeting: the Lync 2010 Client, the Lync Web App, the Lync 2010 Attendee, and the Lync 2010 Attendant. Users and administrators often wonder what Lync meeting client is used by a participant if multiple meeting clients are installed or if no meeting clients are installed, and how can they customize this selection process.

In a nutshell, when a user clicks a Lync meeting URL a series of checks are done by the join meeting web page to detect what clients, if any, are installed. The process of client selection is well documented. The TechNet blog post Launching Lync Web App by Jens Trier Rasmussen is one of the better ones which explains this process.

I will focus on how to let users know the Lync Attendee client option is available when no Lync client is installed.

As you probably know the Lync 2010 Attendee is a native Windows client that has a richer meeting experience then the Lync Web Attendee. External users not authenticated into the corporate Active Directory, or any user without the full Lync 2010 client installed, will have a richer meeting experience with the Lync Attendee client.

The Lync Web App will be launched by default if no Lync meeting client is installed, but an easy and effective option to facilitate the use of the Lync Attendee is to customize the Join Meeting web page to display an option to join the meeting with the Lync Attendee (a download link is also conveniently provided).

A Show Lync Attendee download link option can be configured by a Lync Administrator in either the Lync Control Panel or the Lync Management Shell. The Microsoft TechNet article Configure the Meeting Join Page has details on how to do this.

Once this option is set and a user attempts to join a meeting without a Lync meeting client installed, the Lync Join Meeting page now shows the option to download the Lync 2010 Attendee and join the meeting using it as shown here:

image

Thanks to Jason Branscome for uncovering this option.

Customizing the Lync Meeting Request

Another scenario organizations sometimes need to customize is the invitation that is sent out to participants. Organizations might need to add a custom reminder, disclaimer, or warning.

If the organization is using Exchange 2010 or 2007, a rule can be defined in the Hub Transport to add custom text to the meeting request.

The TechNet article Customizing the Online Meeting Add-in for Lync 2010 explains how to achieve this.

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2 comments to Customizing the Join Meeting Experience in Lync

  • Martin Marik

    Hello,

    I’d like to ask you about one problem that we encountered.

    We have a requirement from business to have dial-in conferences without authenticated user that would start the conference. What is needed exactly is to have conferences where are only participants from dial-in (from PSTN) that are not authenticated. We are not able to start such conference because all these people are in lobby until some authenticated user joins such a conference.

    Have you ever seen such an requirement? Would you know about some solution for this problem.

    Thanks a lot, Martin M.

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