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How do I setup a videoconference with an external contact using Lync? (Windows)

Schedule an online meeting via Outlook

  1. Open Outlook 2013.
  2. Click New Meeting.
  3. In the new Appointment window, click New Skype Meeting.

    Shows the New Appointment window.

    Outlook will add the Skype for Business online meeting controls into the appointment.

    Shows online meeting controls. 
  4.  Adjust the meeting details.

    Shows the meeting details.
  5. Click Meeting Options to change the Lync meeting options.
    Click Meeting Options.
  6. Click Scheduling Assistant to add attendees, rooms and resources as normal (if required).

    Click Scheduling Assistant. 


Invite an external contact to the online meeting

  1. Invite external contacts by entering their full email address in the To... box (separated by semi-colons).

    Shows email address field.

    It is recommended that you also email external contacts a link to the online helpsheet Join a Skype for Business (Lync) Meeting from Skype for Business Web App.
  2. Click Send.

    Click Send.

    The online meeting will appear in your Outlook Calendar as normal.

     Shows the Outlook Calendar.

    The external contact will receive an email invitation to the online meeting.

    Shows email invitation.

    The email will contain the hyperlink to join the meeting. The Help hyperlink provides a step-by-step troubleshooting wizard for attendees.

    Shows the Help hyperlink.


For a Deakin contact to join the meeting online

  1. Click Join Online within the Outlook meeting reminder.

    Click Join ONline.

    - OR -  Open the appointment in your Outlook calendar and click the Join Skype Meeting link.

    Click the Join Skype Meeting hyperlink.
  2. Select Use Skype for Business (full audio and video) and click OK.

    Select Use Skype for Business and click OK. 

    An online meeting window will open with audio.
  3. Click the Video icon to start your video.

  4. Click the End Call icon to leave the online meeting.

    The online meeting ends whan all participants have left the meeting.


For an external contact to join the meeting online

  1. Open the meeting request, and select Join Skype Meeting.
  2. If you don't have the Skype for Business app installed - Download and Install the Skype for Business Web App plug-in, which is required for audio, video and screen sharing.
  3. Then select Join the meeting.

For more information, see Join a Skype for Business (Lync) Meeting from Skype for Business Web App.


For an external contact to join the meeting via phone (audio only)

  1. The external contact should open the meeting invitation email.
  2. To join by phone, dial one of the numbers listed and enter the Conference ID when prompted.

    Shows numbers and Conference ID. 
  3. Click on the Help link in the meeting invite email for a step-by-step troubleshooting wizard.

    Shows the Help link in the meeting invite.
  4. Hang up to end the connection to the meeting.

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