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Joining a Lync Meeting on Windows

Join a meeting to which you've been invited by clicking on the link in the invitation, by using the Lync Web App or by calling in to the phone number in the invitation.

Joining the Meeting from Your Invitation

join lync meeting invitation

1. In the meeting request, click Join Lync Meeting or click Join Online in the meeting reminder.

2. Determine if Lync is installed.

  • If you have Lync installed, from the Join Meeting Audio window, select one of the options:
Lync Option What You Get
Use Lync (full audio and video experience) Recommended
Use computer audio and video with your computer’s built-in devices or a headset and camera.
Don’t join audio Select this if you prefer to call in to the meeting audio with a phone. Use the conference numbers and ID in the invitation to dial in.
Call me at Not Available at UB
  • If you do not have Lync installed, the Lync Web App will open when you click on Join Lync Meeting in the invitation.

Joing a Meeting With the Lync Web App


The Lync Web App is only used for attending meetings, and is not intended as a replacement for the desktop client.

To schedule a meeting from a browser and get a URL to use Lync Web App, use Lync Web Scheduler.

Lync Web App Plugin

The Lync Web App plug-in is required to use computer audio. After it’s installed, you can also share your video and programs.

join Lync meeting

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1. In the meeting request, click Join Lync Meeting or enter the meeting URL in your browser.

Log on with UBITName and password

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2. Enter your UBITName and password if prompted to log in to an Authentication Required pop-up.

join the meeting

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3. In the Lync Web App Window, enter your UBITName as ad\UBITName and your password.

join the meeting

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Determine if you can install the Lync Web App plug-in:

  • If you have administrative rights on the computer you are using:
    1. Select install the Lync Web App plug-in. The plug-in is required to use computer audio. After it’s installed, you can also share your video and programs.
    2. Join or sign in, based on your affiliation:
    • If you are affiliated with UB, select Join the meeting.
    • If you are a guest at UB, select Sign in here.
  • If you do not have administrative rights and cannot install the Lync Web App Plug-in:
    1. De-select Install Lync App plug-in.
    2.  Select Join the meeting.

Phoning the Meeting?

Remember, at UB, the meeting CANNOT call you.

join meeting audio

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5. Once you're in the meeting, in the Join Meeting Audio dialog box click I will dial in to the meeting. Call the phone number listed in the meeting invitation.

Manage Meeting Participants

Click the people icon to access the options to manage participants. The PARTICIPANTS tab displays the participant list.

  • If you’re a presenter, you can manage participant privileges. Right-click a participant and select Mute, Unmute, Remove or Make an Attendee.

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  • You can invite additional participants during a meeting. Click ACTIONS. To invite via email, click Invite by Email.
  • To hide participant names in videos or pictures, click Hide People’s Names.
  • To mute all the participants simultaneously, click Mute Audience.

Manage Your Video Display and Layout

If you have a camera connected to your computer, click the video camera icon to share your video with others in the meeting. A camera is required only to share your video, not to view the video shared by others.

share video

The area of the screen in which the pictures or videos are displayed is called the gallery.There are two layout options to display the pictures and videos being shared:

  • Gallery View displays all the participant pictures and videos
  • Speaker View displays the picture or video of only an active speaker

When a sharing session starts, a third layout option called Presentation View is available.

gallery view

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Click view icon to choose the layout you want. Click full window icon to go to the full window mode. To return to the normal window size, click the icon again.

Share Your Desktop or an Open Program

During the meeting, you can share your desktop or one or more open programs.

1. Point to the computer screen icon.

  • To share your desktop, click Desktop. The meeting stage displays You are currently sharing Desktop and the desktop is outlined in yellow.

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  • To share a program, click Program and in the Present Programs dialog box, click the program you want and then click Share.

2. Click GIVE CONTROL to share control of your sharing session with another participant. You can take back control at any time by clicking GIVE CONTROL and then selecting Take Back Control.

3. To end the sharing session, click Stop Presenting on the toolbar.

Share a PowerPoint Presentation

1. Point to the computer screen icon.

2. Click PowerPoint. In the Select the PowerPoint you want to present dialog box, click Browse to select and open the presentation to share.

3. Move through the slides by using the arrows below the meeting stage. Click THUMBNAILS to select a specific slide and NOTES to see presenter notes.

4. Click the highlighter icon on the upper right corner of a slide to display the annotation toolbar, to use tools such as highlighters, stamps and laser pointer.

5. The presentation can have embedded hyperlinks. Before you click them during your presentation, you must hide all annotations in the presentation by clicking Hide Annotations in the annotation toolbar.

Calling In To a Meeting

After dialing, when prompted , use your phone dial pad to enter the meeting ID from the invitation. You may be on hold until the organizer joins the meeting.

Initiating an Ad-Hoc/Impromptu Meeting

When creating an ad-hoc meeting in Lync 2013,  you can either initiate it from an existing instant message or from the main Lync window.

Invite by name or phone number.

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Initiating From an Existing Instant Message

  1. Click or hover over the participants icon at the bottom of the window
  2. Click Invite More People.
  3. Add the people you want to invite.

Initiating From the Main Lync Window

select those you want to add

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  1. From the main Lync window, press and hold the Ctrl  key and select the people you would like to participate.
  2. Right -click then select  Start a Conference Call  > Lync Call.

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