Configuring the Meeting Invitation

Topic Last Modified: 2013-07-16

You can customize meeting invitations sent by the Online Meeting Add-in for Lync 2013 by including the following optional items in the body of the meeting invitation:

Your organization’s logo Add your organization’s logo to meeting invitations by using the Logo URL option. If meeting invitations will be sent to people external to your organization, the image should be located at a publicly available URL. The supported image formats are GIF and JPG. Although Lync Server 2013 stores the URL with no size restrictions on the image, for best results, the maximum size of the image should be 30 pixels high by 188 pixels wide.
A Custom Help or Support Link Add a URL for your organization’s help or support team website. If meeting invitations will be sent to people external to your organization, the URL should be publicly available. The maximum URL length is 1 KB.
Legal disclaimer text Add a URL for legal text or a disclaimer that will be displayed in all meeting invitations. If meeting invitations will be sent to people external to your organization, the URL should be publicly available. The maximum URL length is 1 KB.
Custom footer text Add text that will be rendered as a custom footer in the invitation. The maximum length of text that can be added is 2 KB.

You can configure these options by using either Lync Server Control Panel or Lync Server Management Shell.

To Customize the Meeting Invitation by using Lync Server Control Panel

From a user account that is a member of the RTCUniversalServerAdmins group (or has equivalent user rights), or assigned to the CsServerAdministrator or CsAdministrator role, log on to any computer that is in the network in which you deployed Lync Server 2013.
Open a browser window, and then enter the Admin URL to open the Lync Server Control Panel. For details about the different methods you can use to start Lync Server Control Panel, see Open Lync Server Administrative Tools.
In the left navigation bar, click Conferencing and then click Meeting Configuration.
On the Meeting Configuration page, click New, and then do one of the following:
- To create a site-level policy, click Site configuration. In the Select a Site search field, type all or part of the name of the site for which you want to define meeting join settings. In the resulting list of sites, click the site you want, and then click OK.
- To create a pool-level policy, click Pool configuration. In the Select a Service search field, type all or part of the name of the pool service for which you want to define meeting join settings. In the resulting list of services, click the pool you want, and then click OK.
Do any of the following:
- In the Logo URL field, type the URL for your organization’s logo image.
- In the Help URL field, type the URL to your organization’s help or support site.
- In the Legal text field, type the URL to the legal text or disclaimer that you want to include in meeting invitations.
- In the Custom footer text field, type footer text, up to 2 KB.

To Customize the Meeting Invitation by using Lync Server Management Shell

Start the Lync Server Management Shell: Click Start, click All Programs, click Microsoft Lync Server 2013, and then click Lync Server Management Shell.

Run the New-CsMeetingConfiguration or Set-CsMeetingConfiguration cmdlet to create or configure the meeting invitation options. For example, run:

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New-CsMeetingConfiguration -Identity site:Redmond -LogoURL "http://www.contoso.com/logo/contosobanner.gif" -HelpURL "http://www.contoso.com/support" -LegalURL "http://www.contoso.com/disclaimer" -CustomFooterText "Communications may be monitored or recorded."

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New-CsMeetingConfiguration -Identity site:Redmond -LogoURL "http://www.contoso.com/logo/contosobanner.gif" -HelpURL "http://www.contoso.com/support" -LegalURL "http://www.contoso.com/disclaimer" -CustomFooterText "Communications may be monitored or recorded."