Annoying Lync feature

Have you ever scheduled back to back Lync meetings, only to have a meeting run over schedule and people from the next scheduled meeting just barge into your long running meeting? This can be annoying and if you’re hosting private information and the risk being that others can see what you’re presenting.

This happens because by default Lync sets up every meeting with the same meeting space. You can view these settings by clicking on Meeting Options in Outlook on a scheduled meeting.

Meeting Options

You will see the meeting options.

Default meeting settings

By default you be using “My dedicated meeting space (less secure). When you create a Lync meeting, a url is created that looks like https://meet.company.com/username/13KGZ6GZ. If  you’re using “My dedicated meeting space” that url is the same for every meeting you create. This is great if you have recurring meetings that have the same content for every meeting and you like to pre-upload your content.

If you select the other available option “A new meeting space (I control permissions)”, every time you create a the last part in the link discussed above will change to a random value. Now if you schedule two meetings back to back, one meeting will not bleed into the other meeting. You also have the added benefit since Lync has no concept of meeting times to leave that meeting running and enter into your new meeting if required to do so. The change is easy enough on one client, just click the radio button to “A new meeting space (I control permissions)”.

What if you want to make to use this feature for your entire organization. There are two ways to change this setting in Lync for the desired profile policy. The first is through the gui. If you go to CSCP (Lync Control Panel) and on the left click on Conferencing and then the Meeting Configuration Tab. Select the meeting profile you want to use, in my case it’s the global policy.

meeting configuration

When checked, Lync will use the default settings (dedicated meeting spaces). Unchecked and Lync will use a new meeting space for every meeting. Keep in mind this change will change when you commit, restart Lync and Outlook since these settings are through inband provisioning.

The other way to change this setting is through PowerShell. The command is a setting in csmeetingconfiguration. The command is

set-csmeetingconfiguration -assignedconferencetypebydefault $false

and voila a unique meeting space for everyone.

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