Monday, August 13, 2012

Customizing Lync Online Meeting Invitations in Lync Server 2013

NOTE: The following post is based on Lync Server 2013 Preview.  Procedures and screenshots are subject to change when Lync Server 2013 is RTM.

A big ask currently with Lync 2010 is how do we customize the Lync Online Meeting template.  Companies would really like to adjust text, add logos, or add/customize specific hyperlinks.

With Lync Server 2010, there was not a great way to do this.  Basically, the only supported option was to utilize Exchange Transport rules and key off of a hidden string to add text to the invitations.  Obviously, this was not a great solution.

Lync Server 2013 has added some ability to adjust the Lync Online Meeting invites.  This post will describe and demonstrate the options.

The default Online Meeting invitation for Lync 2013 look like the following:

Lync 2013 - Cust Invite - Default invite

The following customizations can be made for meeting invitations:

  • Adding Your Organization’s Logo
  • Adding a Custom Help or Support Link
  • Adding a Custom Legal Disclaimer Text
  • Adding a Custom footer text

Customizations are made within the Meeting Configuration settings and can be scoped on a Global, Site, or Pool level.  In my example, I will be adjusting the Global configuration of the Meeting Configuration.  To access the settings in the Control Panel, navigate to the Conferencing node –> Meeting Configuration tab:

Lync 2013 - Cust Invite - Control Panel

Edit the Global configuration.  Here you will find four corresponding fields to configured the customizations.

Lync 2013 - Cust Invite - Meeting Config - markup

Here you will need to add URLs that will be accessible by users who will receive the meeting invite and are expected to see the customizations.  So if you want external users to be able to view the customizations, these URLs need to be externally available without authentication.  For my example in my lab, my URLs will be internal URLs.

Lync 2013 - Cust Invite - Meeting Config - Custom - markup

Now when we initiate a new Lync Online Meeting invite, we will see the new components:

Lync 2013 - Cust Invite - Custom invite - markup

A few things to note.  The custom Help URL will just replace the default Help URL.  When clicking the link, it opens my customized help web page:

Lync 2013 - Cust Invite - Custom Help

When clicking the Legal link, it opens my customized disclaimer web page:

Lync 2013 - Cust Invite - Custom Disclaimer

If you are a powershell type admin, you can do the exact same configuration using the New-(Set-)CsMeetingConfiguration:

Lync 2013 - Cust Invite - powershell

This new functionality to easily customize the Online Meeting invitations is a welcomed addition to Lync 2013.


  1. That was fantastic information to giving to me. At this time online meeting is really goof for all and you can giving better tips to solve and quick process of that.

  2. Hello
    Can you do that in Lync 2010 as well? If so Please give me some directions.

  3. Is there a way to make the customer footer text multiple lines?
    Here is line one of the footer.
    This is line two of the footer.

    1. The Custom Footer text field supports HTML, so you can use < br > and < p > tags to create line breaks.

    2. Tried customizing the footer text and used the < br > and < p > codes as suggested. However, when viewing the meeting invitation in Outlook 2013 it shows up as plain text, the formatting is not observed and the < br > & < p > codes are visible to the user. In contrast, if you open the invitation via Outlook Web App, the HTML codes are honored and the formatting looks great.

      Is this an issue with Outlook or Lync?

    3. you need to use

  4. So i made the changes but they are not showing up when I start a meeting from Outlook... What am I doing wrong?


    1. Did Lync replication complete successfully? Have you tried closing Outlook and restarting?

  5. Can you actually remove the Help link completely or display the local numbers without having to click on the Find Local Numbers link?

  6. Hello I want to know if is it possible to manage it from UCWA API?

    Thanks Antoni

  7. Are You Ready For online meeting! : With online meeting solutions, you can virtually meet remotely located employees, business contacts and customers without stepping out of your workplace.

  8. Damn, how company like MS offer such a ugly meeting invitations:
    - which company likes to get company logo at BOTTOM?
    - users inside and outside needs a bit different helps, how to separate them?

    Why there cannot be just fully customized templates which can be modified as any companies likes.

  9. Thanks for post..
    U have a valuable description how to customize the Online Meeting by using Lync Server.

  10. Hello!
    I am an admin for our office 365 premium online and we also have Exchnage. We have Lync, but I don't know where the options for Lync Server are located. Can anyone help?

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  13. Yeah, Lynch is good. Alternatively, you may try a R-HUB web conferencing server. It provides you everything in one box you need.

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