Setting up your Speed-Dial to quickly & automatically call into your meetings


Ever been stuck in traffic in your car, late for a meeting you need to attend, and fumbling around trying to find the right numbers to dial to call in? Well, you don’t need a fancy new Win7 phone to be able to quickly join into your meetings hosted on Lync Server. You can do it on any phone that has basic speed-dial functionality – better yet, you’ll join the meeting in a way that people will see who you are in the roster (and without having to record your name!). In Lync Server 2010 we made sure that there’s a path through the dial-in conferencing system that’s static, meaning it’s always the same regardless of which conference and who’s in it, so that you can program your speed-dial to do this.

Here’s how!

Create a new speed-dial entry, and make the number like this:

18001231234,,,{confID+#},,,*,*,{yourExtensionOrFullPhoneNumber+#},,{yourPIN+#}

… where:

-          18001231234 is the Conferencing Attendant access number. Not sure what this is? On your computer, make a new online meeting, and look for the phone number it shows in the body of the invite

-          {confID+#} is the conference ID of your meeting. Again, you can find this by making a new online meeting and looking in the body of the invite. Your conference ID doesn’t change – it stays the same (unless you deliberately change it on the dialin-conferencing webpage, which will invalidate your speed-dial!). If you want to join somebody else’s meeting using speed-dial, then put their conference ID in here instead. Important: make sure you use a ‘#’ to terminate any multi-digit input, like this conf ID.

-          The first and second ‘*’s are instructing the system that you wish to manually authenticate yourself using a phone a PIN. Nothing to see here, move along…

-          {yourExtensionOrFullPhoneNumber+#} – this can be either your extension, or your full phone number (starting with country code). If you’re not sure, try dialing up manually first and entering your phone number and PIN to see if it works. Again, make sure you end with ‘#’.

-          {yourPIN+#} – this is your conferencing PIN, the same PIN you use on your deskphone (Lync Phone Edition) if you have one. If you’re not sure what your PIN is (or you never set one!), then make a new online meeting and click the “Forgot your dial-in PIN?” link in the body of the invite. You’ll find yourself on the dialin-conferencing webpage where you can change your PIN.

The commas are pauses – they’re necessary to give the system time to react to the input. If you can’t enter a comma on your phone itself, then if your phone syncs with your Outlook another way to do this is to create a contact for the speed-dial entry in Outlook (with commas) and then sync it to your phone. Different phones will make different-length pauses for a single comma, and in general you’ll have to play around with the number of commas to find what works for you. Here are some hints:

-          If you’re calling an access number that’s geographically far away from you (ie. you live & work in Dallas but you call an access number in Boston), you’ll probably need more commas right after the access number (phone number)

-          If you find that you’re ever being asked to record your name, then there’s a problem somewhere after the conference ID – try adding more commas.

Finally, if you’re joining your own meeting (one that you scheduled yourself), then there’s a shortcut that allows you to omit your extension or phone number – you can just use this instead:

18001231234,,,,{confID+#},,,*,,{yourPIN+#}

But of course, you should get a Win7 phone anyways.

That’s it!

Thanks,

Tim Carr

Product Manager

 

Published Wednesday, September 22, 2010 2:18 PM by octeam
Comments (17)

  1. NickTT says:

    Looking for Pause feature too!

  2. Anonymous says:

    I use a windows phone and found "instant meeting" (A plantronics app) a life saver for dialing into conference calls. It'll scan the outlook entry and pull all the required info into a dial string, giving you a simple 1 button dial.

  3. Rachel Foster says:

    As it is illlegal and highly irresponsible to use one's mobile phone while driving, it is poor form to suggest that one can use this system while driving, as suggested by the advertisement "Ever been stuck in traffic in your car, late for a meeting you need to attend, and fumbling around trying to find the right numbers to dial to call in? Well, you don’t need a fancy new Win7 phone to be able to quickly join into your meetings hosted on Lync Server."

  4. Pete Hyrkäs says:

    Rachel: Actually if you have it in speed dial and are using a hand free set, then it is pretty safe compared to that you would need to search for different phone numbers from your phone book. So I don't see any illegal or irresponsible aspect in this, on the contrary, it promotes road safety.

  5. chris says:

    Cont'd

    Lync truncates all DTMF keys – commas, #'s, X's etc.  

    What am I doing wrong?

  6. websurfinmurf says:

    I have been searching the net on how I can create Lync numbers that dial into conference calls using a comma for pause, the standard delay character for years among phone programs.

    I cannot find any way in lync to dial a number, pause, and dial more numbers.  I am forced to manually type in numbers each time, disappointing.

    Any help on characters to add pause in would be great.

  7. Ray says:

    I'm looking for how to do this within the Lync application.  I want to speed dial multiple numbers like this but within Lync so I can join a meeting without having to fumble around my laptop numbers. Commas don't work.

  8. DJHazmat says:

    Yeah, mee too!  Meaning, I am trying to do this too. There is no way in Lync 2010 to do this regardless of what the guy says. Just like Chris, all commas, periods, X's, etc. are eiter truncated or this methid produces an invalid number error message from Lync.

  9. AD says:

    Hello Lynch team,

    Will appreciate your help with questions raised in here – most importantly below:

    "I have been searching the net on how I can create Lync numbers that dial into conference calls using a comma for pause, the standard delay character for years among phone programs.

    I cannot find any way in lync to dial a number, pause, and dial more numbers.  I am forced to manually type in numbers each time, disappointing.

    Any help on characters to add pause in would be great."

    Thanks,

    AD

  10. Oh well says:

    I guess the Lync Team doesn't read their own posts or offer help to "help" articles that don't work.

  11. Mark Bodman says:

    Bump, still looking for options in Lync to dial pause for estensions, conerence calls etc…

  12. NO_Go_4conference says:

    Lync team will you ever respond??????

  13. Josephine says:

    Have the same issue. I have seen it working for previous versions of Lync, but Lync 2013 (I use it with Windows 8) does not seem to support this.

  14. Juanita Ralston says:

    I am an Admin. Asst. and would like to send the meeting notices so the dial in information is in a format the callers can dial into conveniently. The BB’s permit the dial in number, an "x" and the PC number followed by the "#" for one touch dialing. Is
    there a format which works for both BB’s and IPhones?

  15. subs says:

    I can’t paste a number with ‘,’ or ‘#’ into the Lync dialer. It shows the message, "Character not valid"
    So… Either I can’t paste in a conf number, or I can’t figure out how. Fail.

  16. subs says:

    Not on a mac.

    And whoever is pontificating about using one’s mobile phone while driving, yes, true. It’s any call- whether hands-free or not that’s a hazard.

    But this really isn’t the forum to discuss it.

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