Get Better Results

Press F5 to start Slide ShowPress ESC to stop

Schedule and run great meetings

nextprev

Learn how to schedule and run meetings with Outlook 2013 and Lync

2013, how to join meetings with a computer, phone, or Windows tablet, and how to present Office files online

whenever you need to.

Schedule and run great meetings

From anywhere on (almost) any device

prev

nextprev

next

Meet now? No problem. You need to meet, but your team is scattered—at home, on the road, and a few are even in the office.

No problem. We’ll walk you through the process of scheduling meetings that will run no matter where people are.

I need to schedule a meeting

I need to run an online meeting

I need to join an online meeting

Click an option to get started:

nextintro

nextprev

next

I’ll use Outlook

I’ll use Outlook Web App

I’ll use Outlook and Lync

I’ll just use Lync

I’ll share from Excel, Word, or PowerPoint

Schedule a great meeting Office, Office 365, and Lync give you several ways to schedule meetings, face-to-face and online, or a combination of both.

And, if you have Excel, Word, and PowerPoint, you can meet on the fly, right from the program.

Click an option to learn more:

next

nextprev

next

Schedule a meeting with OutlookUse Outlook or Outlook Web App to schedule face-to-face meetings

1. In Outlook, click Calendar > New Meeting

nextprev

next

Schedule a meeting with Outlook2. Add your attendees’ email

addresses in the To line

3. Enter a subject

4. Pick a start and end time and add any notes

5. Click Send

nextprev

next

Use the Scheduling AssistantIf you have a Microsoft® Exchange Server® account, or Office 365, you can:

1. Click Scheduling, enter names, and see when people are free

2. Select a time for the meeting.

3. After you select a time, click Appointment to return to your invitation

nextprev

next

Use the Room FinderExchange users can also:

1. Click Room Finder.

2. Select date on the calendar.

3. Choose a building from the Show a room list.

4. Click an available meeting room.

nextprev

next

Send the requestWhen you’re done:

1. Click Appointment to go back to your meeting request.

2. Finish that and click Send.

nextprev

next

Add people to your meetingAnd if you’re in the middle of a meeting and you need to invite someone:

1. Open the invitation, remove the current invitees.

2. Add the new people in the To line.

3. Click Send Update.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Schedule a meeting with Outlook Web AppOutlook Web App (Office 365) uses Exchange and you follow the same basic process:

Click Calendar, then the plus sign in the upper-left.

nextprev

next

Schedule a meeting with Outlook Web AppIn the invite, enter a title and location, then click Add Attendees to start the Scheduling Assistant.

nextprev

next

Schedule a meeting with Outlook Web App1. In the Required box, type the

name or email address of the person who needs to attend, and press Enter.

2. Repeat as needed.

3. Do the same in the Optional box.

nextprev

next

Schedule a meeting with Outlook Web AppThe dark blue bars indicate the meeting time; the lighter blue squares indicate busy times.

1. Drag the dark blue bar to a time when everyone is free (or just click that time).

2. Click the checkmark in the upper right to go back to the invitation.

3. Add any notes to the invitation.

4. Click Send.

nextprev

next

Add people to your meetingSo, you’re in the middle of your meeting and you need to invite someone new. No problem.

1. Click Calendar and double-click the meeting invitation.

2. Click the Attendees box.

3. In the Required box, type the name or email address of the person you want to add.

4. Click the checkmark in the upper right to go back to the invitation and click Send.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Schedule a meeting with Outlook and Lync Some of your people are working at home or on the road, and some are in the office. That’s where Outlook and Lync come in. You can invite people no matter where they are, and they can join with Lync.

nextprev

next

Create and send the inviteYou can invite people with Outlook or fire up a conference call in Lync.

Here’s how with Outlook:

1. Click Calendar.

2. Click New Online Meeting.

nextprev

next

Create and send the invite3. Add your email addresses in

the To line.

4. Enter a subject in the Subject box.

5. Enter a starting and ending date and time.

6. Click Send.

nextprev

next

Invite others to the meetingIf you need to invite people after the meeting starts, you have two options.

For those who will join with Lync:

1. Put your Lync and Meeting windows side by side.

2. In the Lync window, click the attendees and drag them to the meeting window.

nextprev

next

Invite others to the meetingIn Outlook:

1. Click Calendar and open the invitation.

2. Add the new attendee’s email address in the To line.

3. Click Send Update.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Start a conference callThe meeting needs to happen now, regardless of where people are. Use Lync.

1. Start Lync, if it isn’t already open.

2. Select one or more contacts.

3. Right-click any of the selected contacts, point to Start a Conference Call, then click one of the options, such as Lync Call. You can use audio, video, or instant messages.

4. Use the controls in the Lync meeting window.

nextprev

next

Invite others to the meetingIf you need to invite people after the meeting starts, you have two options.

In Lync:

1. Put your Lync and Meeting windows side by side.

2. In the Lync window, click the attendees and drag them to the meeting window.

nextprev

next

Invite others to the meetingIn Outlook:

1. Click Calendar and open the invitation.

2. Add the new attendee’s email address in the To line.

3. Click Send Update.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Share from Excel, Word, or PowerPointSharing is a way to spontaneously meet and collaborate.

1. Start by saving your file to a convenient spot, such as your hard drive or a shared location. In Excel, Word, or PowerPoint click File and then Save As.

2. To save to SharePoint or SkyDrive, click Add a Location, then choose an option.

nextprev

next

Share from Excel, Word, or PowerPointRoll over the options below to learn more about each Share command

Click File > Share.

Excel, Word, and PowerPoint all have some commands in common.

nextprev

next

Share from Excel, Word, or PowerPoint In addition to the Share commands, Word also gives you the option of publishing your document to a blog.

You’ll need a blog account, and if you don’t have one Word provides a wizard to help you create one.

nextprev

next

Share from Excel, Word, or PowerPoint PowerPoint gives you the option of publishing your slides to a SharePoint site.

You’ll need SharePoint, but all you have to do is log in.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Run a meeting

Let’s start with meeting prep. You can do a lot to help ensure everything runs smoothly.

Roll over an option to learn more

Make sure Lync works (using Outlook)

Make sure Lync works (using Lync)

Make sure your audio and PIN work

Make sure your A/V devices work

nextprev

next

Prep for your online meeting If you’re running a meeting for someone else, here are a few tips:

1. Get any files in advance.

2. Consider uploading those files to the meeting. Click Share > PowerPoint (or other file).

Uploaded files can look nicer. Others can go through them at their own pace.

Large files run faster when uploaded. You can also attach files for others to download and run on their computers.

nextprev

next

Start an online meeting You start an online meeting by selecting one or more contacts, and then sending an instant message, or starting a voice or video call.

Any of those methods starts an online meeting.

nextprev

next

Start an online meeting After you start your meeting, the Meeting Window appears, and provides a set of tools.

What you see in the Meeting Window varies depending on the type of meeting you started. For example, here’s what you see when you start with an instant message.

And no matter how you start, you can use the toolbar to change the meeting to voice or video, and share files.

nextprev

next

Start an audio call Click the Call icon to start a regular voice or Lync call.

nextprev

next

Start a video call Click the Video icon to start a video call. You need a web cam and microphone to do this.

nextprev

next

Share your files After you’re connected, click Share to share your desktop, a PowerPoint presentation, any Office program, and start the white board so you can sketch ideas.

Keep going for more about these commands, because this is where you run an online meeting.

nextprev

next

Use the Share menu Roll over the icons below for more info about each command

Once you start a meeting, you use the Share menu to present your ideas.

nextprev

next

Use the Share menu You can also click the OneNote tab on the Share menu to start OneNote and takes notes during a meeting ...

nextprev

next

Use the Share menu ... or click the Attachments tab and attach files.

Attaching sends a copy of your file to everyone in your meeting.

nextprev

next

Sharing files Once you share a file, the Meeting Window displays what you’re sharing.

Here’s a PowerPoint slide open alongside the Instant Messaging window.

nextprev

next

Invite more peopleIt never fails, right? You’re halfway through your meeting and you need to add someone. Lync gives you two ways to do that.

1. Drag a contact from Lync to the meeting window.

2. On the View Participants menu, click Invite More People. That opens your contact list. Press Ctrl and click the people you want, then click Select.

nextprev

next

End a meetingOnly meeting presenters can end meetings. The thing is, everyone can be a meeting presenter, if you give them permissions.

In Lync:

On the View Participants menu, click More Options, End Meeting.

In Lync Web Access:

Click End Meeting.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Join an online meeting You can join an online meeting in two ways:

1. In Outlook, open the meeting invitation and click Join Meeting.

2. In Lync, click Answer the Call.

Either method puts you in Lync, Lync Web App, or your phone. From there, what you see depends on whether you have Lync or Lync Web Access.

Join on a mobile device

Join with Lync

Join with Lync Web App

Click an option to get started:

next

nextprev

next

Join on a mobile device Joining a meeting with a mobile device, you can send instant messages, but video isn’t available and you can’t use the whiteboard.

1. In your phone’s calendar, tap or click Join by phone.

2. Lync mobile starts and says the meeting will call you back.

3. When your phone rings, answer it.

4. To leave the meeting, just hang up.

If you just have a regular phone and a desktop or laptop computer, join the meeting with Lync or Lync Web Access and use your phone to change audio volume.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Join with Lync When someone starts a Lync call, a window opens in the lower-right corner of your screen, and you click Accept Call. That’s how you join.

The Lync meeting window starts once you join. You can share files or your desktop, take notes, record the meeting, and more. To do that, use the toolbars at the bottom of the meeting window.

nextprev

next

Use the Share menuRoll over the icons below for more info about each command Use the Share menu to share

your desktop or any Office file, start the whiteboard, take notes, and poll meeting attendees.

nextprev

next

Leave a meetingLeaving a meeting isn’t the same as ending a meeting. Meeting organizers have to end meetings, but anyone can leave.

Click Hang Up, or close the meeting window.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

next

Join with Lync Web App If you don’t have Lync, you can use Lync Web Access to join a meeting.

1. Enter your name and click Sign In. People outside your company can sign in as guests.

2. The meeting window appears, and you use the toolbars to present or participate in the meeting.

nextprev

next

Participate in the meeting After you sign in, the meeting window appears, and you click the icons in the lower-left corner to present files and participate in the meeting.

Roll over the icons above for more info

nextprev

next

Use the Share menu The Share menu gives several ways to share content.

The Present tab is where you share your desktop and any Office file.

Use the OneNote tab to start OneNote, and take and share meeting notes.

Use the Attachments tab to attach files, which sends a copy to everyone in the meeting.  

Roll over the PRESENT commands below for more info:

nextprev

next

Leave a meetingLeaving a meeting isn’t the same as ending a meeting. Meeting organizers have to end meetings, but anyone can leave.

Click Exit Meeting.

nextprev

Thank you for viewing this guide

How did we do?

Get more details

Find more guides like this one

Rate it View the summarySee the Getting Better Results series

nextprev

Summary

Meetings in Outlook• Schedule a meeting with other people• Schedule a Lync meeting in Outlook

Meetings in Lync• Prep for and participate in a Lync meeting• Create an online meeting invitation• Conduct a meeting as a presenter• Share your desktop• Join an online meeting• Join an online meeting without Lync

installed

Online meeting setup• Set up audio and video• Set options for online meetings

Sharing in Excel• Present a workbook online

Sharing in PowerPoint• Start an online meeting in PowerPoint

Sharing in Word• Share a document using SharePoint or SkyDri

ve

nextprev

Get better results in Office

• Create and share charts

• Find contacts and discover what’s new (coming soon!)

• Share your documents with others and edit them at the same time (coming soon!)

If you liked this guide, check out other offerings in our Get Better Results series

nextprev

© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.