New information following the change in COVID-19 alert levels.

Protect the privacy of your meeting

It is important to remember that anyone with the meeting link or Conference ID number for your meeting can join it, whether you've invited them or not. The only way to prevent them from entering your meeting directly is to customise your meeting options before the meeting commences.

Customize meeting options to better protect the privacy of your meetings

  • Use a new Conference ID and meeting link for each meeting
    We recommend generating a dynamic (or unique) Conference ID and meeting link for each meeting to better protect your privacy (rather than using your static meeting link and Conference ID). This will reduce the number of people who know your meeting link and Conference ID, and prevent you from booking the same 'virtual space' for concurrent meetings.
  • Make attendees wait in a lobby first
    This setting will allow you to see the attendees in a lobby, before admitting them into the meeting. It prevents unknown callers from entering the meeting without your consent.

  • Turn on entry and exit announcements
    This setting is particularly helpful for attendees joining by phone or from a Video Conference room as they can not see who has entered or left the meeting.

(Video 4:36 minutes)

How to customize meeting options

All of these settings can be adjusted in the Meeting Options window and should be adjusted before the meeting commences. Once the meeting starts, some of these settings cannot be changed.

  1. Create a New Online Meeting in your Outlook Calendar.
  2. Open the Meetings tab, then open Meeting Options Meeting options
  3. Tick the check box Customize access and presenters for this meeting
  4. Under the Access section, choose who can get directly into the meeting without waiting in the lobby. The most private setting is Organizer only (locked) and unticking the People dialing in by phone bypass the lobby check box.
  5. Open the Audio and Phone settings from the left menu. 
  6. Tick the check box Turn on entry and exit announcements for this meeting.
  7. Tick the Remember Settings check box, then click OK to save and exit Meeting Options.

Meeting options - access

Turn on entry and exit annnouncements

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Phone 06-356-9099 ext. 82111 (preferred method)

7:45am - 5pm, Monday to Friday
(excluding Public and University holidays)

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