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User Guide

January 2020

CenturyLink Workplace™

January 2020 CenturyLink Workplace™ User Guide | 2

Table of Contents

Welcome to your new meeting account 3

Before you begin, complete these setup tasks 3

Set your account password 3

Download the desktop app 4

Get the Meetings add-in for Outlook 5

On the go? Get CenturyLink Workplace mobile apps 5

Start or join a meeting 6

Start your own meeting 6

In the desktop app 6

In the Meetings add-in for Outlook 6

In a browser 6

Join someone else’s meeting 7

In the desktop app 7

Connect your audio 8

Welcome to the meeting room 9

Smart collaboration (Outlook calendar) 9

Host a meeting 10

Invite people to your meeting 10

Schedule a meeting and send invites 10

Share your webcam 11

Adjust settings during the meeting 12

Manage guests in your meeting 13

Promote a guest to presenter 13

Share your screen or a file 14

Open sharing lets everyone share in your room 14

Share your screen 14

Pass control of your shared screen to a guest 15

Share a file 16

Share a video 18

Record the meeting 19

Share the recording from the room 19

View and share a meeting recording 20

View and manage recordings later (desktop app) 21

End the meeting 21

System requirements 22

Support 24


Welcome to your new meeting account

Thank you for choosing CenturyLink Workplace™, your all-in-one web, video, and audio conferencing solution.

CenturyLink Workplace makes it easy to join, share, and interact in your meetings.

Instant meeting access – start, schedule and join web meetings in one click from a browser, the desktop

app, Outlook add-in, or mobile device.

Crystal clear webcam sharing – meet face-to-face with up to six webcams on stage.

Screen share – keep your content front and center for a richer meeting experience. Other guests can share

without special permissions.

File presentation – upload slide decks, PDFs, documents, and videos to your cloud-based file library and

share them in a meeting.

Meeting recording – high-quality video of your meeting delivered to you in an email and the desktop app,

where you can watch it or share with others.

Get support in the meeting room.

This guide walks you through your first CenturyLink Workplace meeting so that you can begin hosting

productive, engaging meetings.

Before you begin, complete these setup tasks

Ready to get started? Before you jump into your first meeting, take a few minutes for some prep work.

1. Set your account password

2. Download the desktop app and connect your Outlook calendar

3. Get the Meetings add-in for Outlook

Set your account password

Before you can use your new CenturyLink Workplace account, you have to

create a password. You’ll use your email address and this password to sign

in to CenturyLink Workplace apps and meetings you host and attend.

Find your welcome email, and in the Account Login section, click the

Create Password link. Enter the email address you used to sign up, and

then click Send Email. Check your inbox for the Password Reset email and

follow the instructions to specify a new password.



Download the desktop app

For account holders and their guests. The CenturyLink Workplace desktop app makes it easy to host and attend

any web meeting quickly and securely. The desktop apps are available for Mac and Windows computers. Go to

the CenturyLink Workplace Tools Center and install the version you need.

Tip: For on the go meetings, consider downloading the mobile apps.

Connect your Outlook calendar

In the desktop app, connect your Outlook calendar to view upcoming meetings and join them and to take

advantage of smart collaboration features in your meeting room. Click the Home tab, and then click Connect

calendar and sign in to your Outlook calendar.

Note: If you see a message that an admin account is required, contact your IT support organization for

assistance. They need to grant permission for the desktop app to access your Outlook calendar.

Contacts. Search your

company directory.

Recordings. View and

share meeting

recordings.

Start my meeting. Sign in

to your room and start

hosting your meeting.

Home. Connect your Outlook

calendar to view your agenda and

join meetings with one click.

Recents. View recently

attended meetings and

jump back in.

Click your name to

upload a profile image

and update your

account.

my meeting. Host your

meeting

Settings. Check for

updates, manage your

profile and password, and

tailor your meeting

features.

https://downloads.yourcenturylinkworkplace.com/



Get the Meetings add-in for Outlook

For account holders only. With the Meetings add-in for Outlook, you can

schedule a meeting and track responses in your Outlook calendar.

Meeting invitations include your meeting URL and connection details;

your guests just click in the invite to join your meeting.

The add-in is available for Outlook 2013, 2016, and 2019 for Windows, Outlook 2016 for Mac, and Outlook on

the web.

Instructions for installing the add-in are available from the CenturyLink Workplace Tools Center.

On the go? Get CenturyLink Workplace mobile apps

Coming soon. The apps will be available in the App Store and on Google Play.

For account holders and their guests. The CenturyLink Workplace mobile apps let you host or attend any

meeting from your iPhone, iPod Touch, or Android smartphone. See everyone in your meeting, view screen

share and file share, chat with everyone, and conduct your meeting from anywhere.

Note: This guide does not cover the mobile app experience.

Meeting invitation created

with the Outlook add-in.

Your guests just click Connect

Me to enter your room.



Start or join a meeting

Start your own meeting

You can start your meeting three different ways: the desktop app, Outlook add-in, and in a browser (enter your

meeting URL). With the desktop app and Outlook add-in, you’re already signed in as the host. (A fourth way –

the mobile app – isn’t covered in this guide.)

In the desktop app

Start your meeting any time (Meetings tab) or start a scheduled meeting (Home tab). Your room opens and

you’re signed in as the host.

In the Meetings add-in for Outlook

On the Home tab in Outlook, click Start My Meeting to open the task pane. Under Web Meeting, select your

meeting room and then click Start.

In a browser

Open Chrome, Edge, Firefox, or

Internet Explorer 11 and enter your

meeting URL in the address bar.

When prompted, enter your email

address and password.

Open the Meetings

tab and click Start my

meeting.

If you connected your Outlook calendar,

open the Home tab and then click Join on

your scheduled meeting.

Host an audio conference

(no web). Under Audio

Meeting, select your audio

account and then click

Start.



Join someone else’s meeting

To join someone else’s meeting, connect to the meeting from the desktop or mobile apps, or open a web

browser and enter the meeting URL. If you received an invitation, click Connect Me to join the meeting.

Note: Desktop and mobile apps let you join meetings more quickly. Because you are signed in to the app, you

do not have to enter your credentials again.

In the desktop app

At the top of the desktop app, enter a name to search your company directory, and then click the Meet icon to

enter their room.

Join a meeting again or enter the URL directly (Meetings tab) or join a scheduled meeting (Home tab). The

room opens and you’re signed in.

Enter the URL or type a

name to search your

company directory.

Join a recently attended

meeting. Click More (…) to

copy the meeting URL or

remove it from the list.

If a person has a CenturyLink

Workplace meeting room,

the Meet icon is displayed.

Click to join.

If you connected your Outlook calendar,

open the Home tab and then click Join on

the scheduled meeting.



Connect your audio

Whether you start your own meeting or join another meeting, the first step is to connect your audio. You

can use your Internet connection for VoIP meeting audio, have the meeting call your phone, or dial in to the

meeting. Select:

Use my computer to talk and listen through a connected headset (recommended) or your computer's mic

and speakers.

Use my phone to have the meeting call you at a phone number you enter. No need to memorize an access

number or passcode.

Note: If you want to dial in to the meeting, click Use my phone to view access numbers and passcodes.

Can’t receive a direct call? Click Use

my phone > Dial in to view access

numbers and passcodes.

Enter the meeting without

connecting audio. You can

connect later in the room.



Welcome to the meeting room

When you are hosting a meeting, you have full control of guests and meeting functions. View up to six

webcams on stage at one time even while sharing your screen, an application window, or a file.

Smart collaboration (Outlook calendar)

If you’re hosting a meeting and it’s on your calendar (your meeting URL is the

location), the room shows details from the event. When you record the meeting,

the subject is pre-filled as the recording name; when you stop the recording, you

can email the recording to everyone on the invitee list (all guests), people who

attended, or absent guests.

Chat panel. Exchange

messages without interrupting

the meeting. Clear the chat, if

needed.

Meeting stage. Share

your webcam, screen

share, or present files

and videos.

End the meeting

and disconnect all

guests.

Settings. Manage audio and

webcam connections, update

sharing permissions, and switch

your mic and speakers

(computer audio).

Active talker. See

who’s speaking.

Meeting panel lists everyone in

your meeting. Lock the room, dial

out and bring someone into the

meeting, search for a guest in the

list, and mute all.

View all invitees. See all attendees from

the event, whether they accepted the

invite, and who’s absent.

Get help. Contact Support,

visit the support site, and

download apps.

Meeting controls. Mute your

line, turn on your webcam, share

files or your screen, and record

the meeting.


Host a meeting

Invite people to your meeting

You can add guests at any time from your meeting room. In

the meeting sidebar, click the plus (+) button and:

Have the meeting call your guest

Display meeting info and copy the meeting URL and dial-in

information into a text message or email.

Tip: Your meeting details and dial-in numbers are always available in the desktop app. On the Meetings tab,

next to your meeting URL, click the Info icon.

Schedule a meeting and send invites

Not meeting now? Use the Meetings add-in for Outlook to schedule a meeting. Create a new

meeting in your Outlook calendar, and then click Schedule Meeting. Just pick the date and

time of your meeting and enter your guests’ email addresses. The meeting invitation includes

your room URL and dial-in information.

Meeting info. Copy your

meeting URL, one dial-in

number, or full meeting details

into a text message or email.

Host a meeting


Share your webcam

Stream your webcam in the room and meet face-to-face. Anyone can share their webcam in the meeting. In the

meeting controls, click the Webcam button. Preview your webcam, and when ready, click Turn webcam on. The

Webcam button changes to blue to indicate you are sharing.

When someone is sharing their webcam, you can expand that person’s video feed to full-stage. As the

host, you can also dismiss their webcam from the stage.

Point to your own video stream to turn off

webcam.

…the Webcam button turns blue to let

you know you’re live. Click again to

turn off webcam.

Click the Webcam button to start

sharing…

Point to anyone’s video stream

and expand full-screen …

…or turn off their webcam.

Host a meeting


Adjust settings during the meeting

In the meeting controls, click the Settings button to update your audio connection, switch your mic and

speakers (computer audio), and turn your webcam on or off.

Click the Settings button to

manage settings…

Integrations. Connect your

Outlook calendar.

Preferences. Set sharing for the

room: restrict to promoted guests

or let everyone share.

Audio & Webcam. Change your

audio, switch your mic and

speakers (computer audio), and

turn your webcam on or off.

Host a meeting


Manage guests in your meeting

At the top of the meeting sidebar is the Meeting panel; it lists all participants in the meeting.

Promote a guest to presenter

Presenters can help you manage your meeting – they can mute individual guests or all guests, page through a

document while you share and narrate, and manage video playback. Just point to a guest’s name and then click

Promote to have them assist you.

If open sharing is off in your meeting room, then only you and your promoted guests can screen share or share

files. Promote a guest to presenter to let them share in your meeting.

Click your own name to manage your

meeting experience.

Meeting hosts: click a guest’s name

to mute their line, dismiss them from

the room, and manage permissions.

Host a meeting


Share your screen or a file

Get all your guests on the same page, in real time, with screen share and file sharing. Everyone can follow along

as you browse a website, conduct a demo, play a video, or walk through a slide deck you uploaded.

In the meeting controls, click the Share button, and then choose what you want to share.

Open

sharing lets everyone share in your room

If you'd like, you can restrict sharing to yourself and

promoted guests (presenters). In the meeting controls,

click Settings > Preferences and then set Only

host/promoted can share to On.

Share your screen

Share programs, websites, or your entire desktop in the meeting room. Select Screen share. If you joined the

meeting via the desktop app, choose Share monitor to share your entire desktop or Share window to share

an application or specific window. (See the next page for browser options.)

Click the Share button to

start sharing.

Share your screen or a file.

Click Start to begin sharing.

…or select Share window

and select the app window

to share.

Select Share monitor to

share your entire desktop…

Host a meeting


Browser notes

In Chrome, you can share your entire screen, a window, or a Chrome tab.

In Firefox, you can share your entire screen or a window.

In Internet Explorer 11, you can only share your entire screen. When prompted, install the Audio & Video

plug-in. This enables VoIP audio, video (webcam), and screen sharing in IE.

Pass control of your shared screen to a guest

You can grant control of your shared screen to guests. For example, you could let several people edit a slide

deck on your computer. To do this, use the desktop app to enter the room and share your entire monitor.

Guests can be in the desktop app or a browser.

Click the guest you want to grant control to, and then click Grant

desktop control. After the guest accepts, their pointer is

highlighted as they move around your desktop.

Host a meeting


Share a file

You can share an Adobe PDF, Word document, PowerPoint presentation, Excel spreadsheet, or video in your

meeting. Video files are limited to 1 GB; all other files are limited to 200 MB.

Tip: You can access your file library to share files in anybody’s meeting, as long as you sign in with your

CenturyLink Workplace account when joining. Your file library goes with you, not your meeting room.

In the meeting controls, click the Share button, and then select File Presentation.

Either upload the file you want to share or select a file you previously uploaded.

…or select a previously uploaded

file and present it.

Click More to preview,

download, or delete a file.

Browse your computer and

select a new file to upload to

your file library…

Click the Share button to

start sharing.

Select File Presentation to

open your file library.

Host a meeting


When ready, click Present file to share the file in the room.

You (the host) and your promoted guests (presenters) can use the controls to navigate in the file and display

slide notes (in PowerPoint presentations).

View the page count

and move forward and

back in the file.

NOTES. Click to

display slide notes.

Host a meeting


Share a video

You can also play a video during your meeting. Supported video formats are: MP4, WebM, MKV, AVI, MOV,

MPEG/MPG, and WMV. Video files are typically larger than documents or other files you may share. To avoid

delays, we recommend that you upload your video file before your meeting time.

Audio plays over your computer's speakers even if you dial in to the meeting or have the meeting call you. If

you (or a guest) cannot hear the video playing, check that computer speakers are not muted.

Move your mouse over the

stage to show player controls.

Host a meeting


Record the meeting

Record your meetings for future reference and to share with participants unable to attend. Recordings capture

a high-quality video of your meeting, including the Meeting panel, Chat panel, and any webcams or screens

that are shared in the room.

In the meeting controls, click the Record button. Then enter a name or description for the meeting recording

and click Start recording.

Share the recording from the room

When you stop the recording, the meeting asks who should receive the recording via email. You can send it to

just yourself or present guests (attendees). If you connected your Outlook calendar, you can also send to absent

guests only (invitees who didn’t attend) or all guests (all invitees from the calendar event).

As the host, you always receive a copy of the recording regardless of your selection.

Click to start recording…

Stop recording.

…the Recording indicator and an

audio prompt let everyone know the

meeting is being recorded.

Present Guests. Send the replay email

to the email addresses that guests

provided when joining your meeting.

If your Outlook calendar is

connected, send to attendees from

the calendar event.

Host a meeting


View and share a meeting recording

The replay email is similar to this example. Click View recording to open the playback page in a browser.

On the playback page, you can view the recording or share it.

Click View recording to open the

playback page in a browser.

Download the recording to your

computer. You can attach it to an

email or upload to a shared

server.

Play the recording…

Copy the URL and paste it in an

email or text message.

…or share it:

Host a meeting


View and manage recordings later (desktop app)

Meeting recordings are also available in the desktop app. On the Meetings tab, click Recorded meetings to

see all your recordings.

End the meeting

When you finish your meeting, click End Meeting at the bottom right of the meeting room. You can end your

meeting and disconnect all guests or leave the room and allow your guests to continue meeting with each

other.

Click a recording to open it

in a browser.

Click More to copy the playback

URL or delete the recording.


System requirements

Web

To attend a meeting in a web browser, you must have:

Windows 7 SP1 or Windows 10. Windows RT is not supported.

macOS 10.10 or newer

JavaScript® and cookies enabled

Internet Explorer 11. When prompted, install the Audio & Video plug-in. This enables VoIP audio, video

(webcam), and screen sharing in IE.

Google Chrome 72 or newer

Microsoft Edge 79 or newer

Mozilla Firefox 68 or newer

CenturyLink Workplace desktop apps

The CenturyLink Workplace desktop apps are available for Mac and Windows computers.

Windows 7 SP1 or Windows 10. Windows RT is not supported.


Intel or AMD 1.8 GHz or higher (2.3 GHz or higher recommended)

4 GB RAM

CenturyLink Workplace mobile apps

Coming soon.

The mobile apps are available for Apple iOS and Android devices.

iPhone and iPod Touch devices running iOS 12 and newer. Compatible with iPhone 5s and newer. iPhone

6s and newer recommended.

iPad devices running iOS 12 and iPadOS 13 and newer. Compatible with iPad (5th and 6th gen), iPad mini

(2nd – 5th gen; 4th and 5th recommended), iPad Air (all; 2nd and 3rd gen recommended), and iPad Pro.

Android smartphones running Android platform versions 5.0 and newer (Lollipop and newer)

Android tablets are not supported. On iPad devices, the app might provide an iPhone experience.

You must have an active data connection, either through your wireless carrier’s 3G/4G/LTE network or via

Wi-Fi.

System requirements


Meetings add-in for Outlook

The Meetings add-in for Outlook is available for Microsoft Outlook for Mac 2016; Outlook for Windows 2013,

2016, and 2019; and Outlook on the web.

Windows 7 SP1, 8.1, or 10.


A Microsoft Exchange mailbox:

> Mac and Windows: Outlook.com, Office 365, or Exchange 2013

> Web: Outlook.com, Office 365, or Exchange 2016

Additional requirements:

> Reading Pane displayed in Outlook for Windows, Outlook for Mac, or Outlook on the web

> Permission to install Outlook Add-Ins via a URL

> Windows: Internet Explorer 10 or newer


Support

Everyone needs support from time to time, and we are here to help.

Visit the CenturyLink Workplace Support Site

Download our productivity apps here

Nothing in this document modifies any right or obligation under your agreement with CenturyLink, nor is anything

contained herein intended to constitute a warranty. CenturyLink reserves the right to modify this guide from time to

time. ©2020 CenturyLink. All Rights Reserved.

https://support.yourcenturylinkworkplace.com/


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