Conference Calling with Exchange
New No-Cost Calling Option Available to Faculty and Staff
Among the many new collaboration tools available as a result of Loyola’s recent move to Microsoft Exchange is a new, no-cost conference call option. The service provides for a traditional calling bridge for dial-in conferences of up to 20 people. You can use the bridge just for audio, or you can combine it with Lync's desktop sharing tools to add an on-screen presentation.
The new conference call service is available to faculty and staff at the Lake Shore and Water Tower campuses.
Setting Up a Conference Call in Outlook 2013
- From within your calendar, select the New Lync Meeting button. A new appointment will appear with the dial-in numbers added automatically to the body of the document.
- Complete the appointment as you normally would, adding recipients, a subject, start and end times, and any other relevant information.
- When complete, click Send.
Lync Meeting Options
The conference ID you're issued will remain the same from meeting to meeting. This number connects to what is referred to as your "dedicated meeting space." There are pros and cons to this consistency. On the plus side, you'll probably have the number committed to memory after a few conference calls. One downside, though, is that this is considered a "less secure" space, because anyone who knows your ID can dial in to it, even if you aren't signed in as the call leader.
If you need a more secure option, you'll want to choose a "new meeting space" when you create a Lync meeting. This will create a unique conference ID for the call, and will allow you to customize permissions if you're using the Lync presentation space.
Click the Meeting Options button at the top of the appointment window to access these options.
Setting Up a Conference Call Using OWA
- To set up a conference call using Outlook Web App (OWA), go to https://lyncpoolwebls.luc.edu/scheduler/.
- At the login screen, enter your full Loyola ID and password, then click Continue.
- Fill in the meeting details in the General section and Meeting Time section, then click Save.
- A pop-up window will appear with the meeting details. Copy this information.
- From within OWA, go to your Calendar tab.
- Click New Event and paste the meeting details into the body of the appointment.
- Complete the remaining event details and click Send.
The new conference service provides for both local and toll-free dial-in numbers: 773.508.8860 and 800.424.1504. When you schedule a meeting through Outlook 2013, these numbers will appear automatically in the body of the appointment. When you schedule a meeting using OWA, you'll need to copy and paste the meeting details into the body of a new event.
Conference ID and PIN Numbers
- The conference ID is the access code that call participants will enter to join the call (after dialing in). Outlook assigns this number automatically and adds it to the body of your appointment.
- Your PIN number is the number you will use to identify yourself as the leader of a call. You'll need to set up your PIN before your first conference call. To do so, visit https://dialin.luc.edu. Click Sign In, then enter your Loyola ID and password. Once signed in, choose Reset Your Pin. Enter and confirm the PIN you'd like to use, then click OK. You only need to do this once, though you can return at any time to change your PIN.
Connecting to a Call without Dialing In
Meeting attendees can use the dial-in numbers to connect to the conference call by phone. Participants who have audio capabilities (speakers and a microphone) on their computer also have the option to join the call through their computer (i.e., without dialing in on a telephone) by clicking the Join Lync Meeting option that appears above the dial-in numbers.
For information on the desktop sharing or presentation tools you can use in conjunction with your conference call, please see the About Lync page.
Other Conferencing Options
- With a limit of 20 attendees, this new service may not be solution for all your conferencing needs. For larger calls, we recommend using an outside conference calling service. Please see the Audio Conferencing page for more information, or contact the Help Desk at firstname.lastname@example.org or 773.508.4487.
- For smaller, more informal, or spontaneous conference calls, you can initiate a call directly from Lync, without creating an appointment. Please see the About Lync: Audio and Video Calls page for more information.
- For smaller conference calls (three to six participants), you can also use your desktop telephone's conferencing feature. Please see the Audio Conferencing page for more information.
If you need help with the new conference call service, please contact the Help Desk at email@example.com or 773.508.4487.