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Scheduling a Meeting on the Mac

Scheduling Lync meetings using the recommended Lync Web Scheduler will offer people who use Macs the greatest functionality.

Student restrictions on invitations

Students can only invite other UB students, faculty or staff to a Lync meeting.

Creating Meetings With Web Scheduler

Create a Lync Meeting

  1. Go to and log on to Web Scheduler with your UBITName and password.
  2. Click Create New Meeting.
  3. In the Subject box, type a subject for the meeting.
  4. You can leave the meeting location as Online Meeting or add a location, such as a conference room, if you have in-person attendees as well.
  5. Type a short message or the meeting agenda in the Message box (optional).
  6. Select the time zone of the meeting using the drop-down menu.
  7. Select the Start and End date/time of the meeting.
  8. By default, everyone, including people outside your company, can bypass the lobby, which is a virtual waiting area that lets you admit people or deny access. For information about how to modify the options, see Access and Presenters.
  9. By default, anyone invited from your organization has presenter permissions. For information about how to modify the options, see Access and Presenters.
  10. Under Participants and Audio, add the participants’ names in the available box, separated by a semicolon (;).
  11. Click Check names to verify that you have the correct names. For invitees who are external to your company, type the full email address.
  12. Click Save.

Send Invitations to Participants

To send a meeting invitation:

  • use any email client
  • export your meeting to iCalendar

Send Invitations Using Your Email Program

Copy the meeting details from Web Scheduler and paste them in to a meeting invitation that you create with any email program.


You can also access the meeting information by clicking View Meeting Join Info on the Web Scheduler meeting details page:

  1. When you’ve finished creating the meeting, click Save.
  2. A window with the meeting information opens.
  3. Highlight the meeting details, including the meeting URL, audio conferencing number, and conference ID.
  4. Right-click the text, and then click Copy.
  5. Open any email program and create a regular meeting request.
  6. Paste the Lync online meeting details (copied in step 4) into the invitation.
  7. Add the participants, verify the meeting date/time, type a meeting agenda, and send the invitation.

Send Invitations Using iCalendar

iCalendar lets you exchange calendar information. Recipients of the iCalendar invitation must have software that is supported so they can open and respond to the meeting invite.


iCalendar includes all the information you added while scheduling your meeting, such as the message, participants, meeting location, date and time

  1. In the My Meetings section, select the meeting by its subject and  click Export as iCalendar.
  2. Click Open when prompted by your email program.
  3. When the calendar entry opens, forward it to the people that you added as participants when scheduling the meeting.

Invitees can open the iCalendar file with their preferred email program, such as Outlook, Notes and iCal.

Set Up Access for Participants and Presenters

Read about access for participants and presenters to set expectations when you create a meeting invitation.

View or Edit Your Existing Meetings

Meeting Change?

Send the updated information to your invitees manually. Web Scheduler doesn’t update your calendar automatically.

You can see all the meetings that you’ve organized under the My Meetings tab in Web Scheduler. Keep in mind that Web Scheduler lists only meetings that you’ve organized, not the meetings you were invited to.

  1. Click a meeting to open the meeting details page, which contains a brief summary of the meeting, a set of actionable tabs, and the meeting information.
  2. Click Edit.
  3. Make the required changes, then click Save.
  4. Click OK on the success alert, and verify the modified information.

Delete or Cancel a Meeting

Meeting Change?

Send the updated information to your invitees manually. Web Scheduler doesn’t update your calendar automatically.

  1. Under the My Meetings tab, click the meeting you want to delete.
  2. On the meeting details page, click the Delete Meeting tab.
  3. Click Yes in the confirmation box.

Scheduling Secure Meetings in Web Scheduler

Restrict who can bypass the lobby.

Click to enlarge.

You can schedule a secure meeting using the Web Scheduler.

Change who can bypass the lobby to force a presenter to manually move participants from the lobby to the meeting. Presenters are notified when someone enters the lobby.

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