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Lync 2013 Guide

The Lync Window

Lync 2013 Guide

 

Personal Information – access your personal note, location and presence status. Navigation Buttons – switch between views.

Options Button – access the File Menu and other settings.

Add Contact Button – add contacts in your organization.

Signing In

You can sign into your Lync account directly by opening the program from your  desktop or Start screen.

1. Enter your email address in the Sign in address: box.

2. Enter your password in the Password: box.

3. Click the Sign in button.

Setting your Presence Status

If you use Outlook, your status is automatically adjusted to reflect your Outlook  Calendar meetings and appointments. You can also manually set the online  availability you wish to display to your contacts.

  1. Click the Status arrow to open the status options. You can select:
    1. Available: You are online and free to talk.
    2. Busy: You are busy but can still receive conversation alerts.
    3. Do Not Disturb: Only alerts from your Workgroup contacts will  appear.
    4. Be Right Back: You have stepped away and will return soon.
    5. Off Work: You are not at work.
    6. Appear Away: Your computer is set to away.
  2. Optional: To return to your previous status, select Reset Status.

Adding a Personal Note

You can add a custom note to instantly share a short message or additional details  with your contacts.

  1. In the What’s happening today? Conversation box, enter a short personal  note you would like to share with your contacts.
  2. Optional: To change your personal note, delete your current message and  press the Enter key. Type a new personal note in the space.

Setting your Location

Along with your presence status and personal note, you can also display your  current location to your contacts.

  1. Click Set your Location.
  2. Enter a description of your current location into the box.
  3. Click outside the text box to save the location.

Adding a User Picture

Choose a picture of yourself to display to your contacts. The maximum size of a  user picture is 30 KB.

  1. Click the arrow beside the Options  
  2. Click Tools.
  3. Select Options from the drop-down menu.
  4. Select My Picture in the left pane of the Lync Options screen.
  5. Click Edit or remove picture.
  6. Click Browse and select a photo from your files.
  7. Click Open.
  8. Click Save.
  9. Optional: To hide your picture, click the button Hide my picture. Click OK to confirm.

Navigating in Lync

Lync 2013 Guide

When you open the Lync main window, you can click the view buttons under your  personal information to change your view. Select the view that displays the  features you want to access.

  • Contacts view: your default view, which displays your various contact  groups and their current presence status and network.
  • Conversation’s view: displays past chats, meetings, and calls. Contacts

It is important to populate your list of contacts with the people you wish to  interact with. You can add contacts using the name, email address, or phone  number of another Lync user in your organization.

Adding a Contact from your Organization

  1. Enter the name, email address, or phone number of a contact you wish to  add in the Find someone space in the main Lync window.
  2. When a desired contact appears, right-click on the name of the user.
  3. Select Add to Contact List from the drop-down menu.
  4. Select a group for your contact to belong to. The contact will appear in the  desired list.

Creating a New Contact Group

  1. Click the Add a Contact button.
  2. Select Create a New Group.
  3. The new group will appear in your groups view. Click in the blue highlighted New Group space to enter in a name for your group. 
  4. Click and drag contacts to place them into the new group.
  5. Optional: To delete a group, right click on the group and select Delete  Group.
  6. Optional: To expand a contact group and view contacts, click the Arrow button.

Messaging

Using the Quick Lync Bar

The Quick Lync bar gives you instant access to common tools for interacting with  contacts.

  1. To open the Quick Lync bar, hover your pointer over the user picture of the  contact with whom you wish to interact.
  2. Click one of the Quick Lync buttons to interact with the user, including:
  • Send an IM
  • See Contact Card
  • More

Sending an Instant Message

  1. Double-click on the contact your wish to instant message in your  Contacts List or click the IM button on the Quick Lync menu.
  2. Type your message into the text box provided and press the Enter key to  send. 
  3. Optional: To change the font type, size, or color of your message text,  click the Font button. Select a text color from the palette or click  the arrows on the Font or Font Size boxes.
  4. Optional: To insert an emotion, click the Smiley button. Select the  desired expression from the palette.
  5. Optional: To set the importance level of the message to high, click the  Set high importance for this message button.
  6. Optional: To invite a contact to an ongoing conversation, hover over the  Participants button. Select a recent contact or click Invite More  People to choose from your contacts.
  7. Click the Close x button when you have finished the conversation. Meetings

With Lync, you can schedule and participate in online meetings with other  contacts in your organization. To use Lync meetings optimally, you will need to  use Microsoft Outlook. 

Scheduling a Meeting in Lync

1. In your Lync window’s Contact view, right-click the contact with which you  wish to schedule a meeting.

2. Click Schedule a Meeting.

3. When the Outlook window opens, enter the details of the meeting such as  Subject, Location, Start time, End time, and any agenda information in the  body space.

4. Click the Send button.

Scheduling a Meeting with you Outlook Calendar

1. Open your Microsoft Outlook program.

2. Click on the Calendar. Click the New Lync Meeting  3. Enter the email address of the contacts you wish to invite.

4. Enter a Subject, Location, Start time, End time, and any agenda  information in the body space.

5. Click Send.

Joining a Scheduled Meeting

1. Open the meeting request or reminder.

2. Click Join Lync Meeting.

Call me at: Enter a phone number to dial-in to a conference or select  a set number from your Phones options.

Participating in a Meeting

1. Once you have joined a meeting, you do one of the following options: To view information on other attendees, view the participant list.  To chat in a meeting, enter your instant message into the message  space at the bottom of the screen. 

To exit a meeting, click the More button. Select End Meeting from the Pop-up menu. Click OK. (If you are not the presenter,  simply close the conversation window. The meeting will go on  without you.)

Adding Users to a Meeting

Once in a meeting, a presenter can add additional users as needed.

1. In the meeting window, click the Invite More People button.

2. Select additional contacts from the list or enter the name of a contact in  the search bar.

3. Click OK.

Presenting Content through Lync Meetings

One of the most powerful features in Lync is the ability to directly present content  to your contacts. You train new employees in shared programs or present ideas  directly with a PowerPoint presentation. You can choose to share your entire  desktop display or just a specific program you're working in. You can also share  during individual conversations as well as in meetings.

1. In a meeting, hover your mouse over the Present button.

2. From here, you can share one of the following:

Desktop: displays your entire desktop screen.

Program: Displays work in a selected program.

Q&A: displays other attendees’ questions for you or a presenter to  answer.

Whiteboard: displays a writing slate.

Poll: displays a poll that your contacts can participate in.

3. Optional: To give your participants control over the screen, click the Give Control on the sharing toolbar at the top of the screen. Take Back Control  on the screen by clicking Take Back Control.

4. Click Stop Presenting to end the sharing session and return to your private screen.

Sharing an Attachment

You can share folders or files with your contacts by attaching them through an  instant message or in a meeting.

1. In a meeting or conversation window hover your mouse cursor over the  Present button.

2. Click on the Attachments tab.

3. Click the Add Attachments button.

4. Select the file you wish to share in your computer’s folders. 5. Click Open.

6. The attachment file will appear in the Attachments window. From here,  you can do one of the following:

To share the attachment in the conversation or meeting window,  click Open.

To set who can download the attachment in a meeting, click the  arrow beside the Permissions button. Select Organizer if you want  to be the only one with access to the file. Select Presenters if you  would like to give access to other presenters. Choose Everyone if  you would like to give everyone access to the file.

Downloading Meeting Content

You can save content such as polls or questions and answers presented in a  meeting for future reference.

1. In a meeting conversation window, hover your mouse cursor over the  Present button.

2. Click Manage Presentable Content.

3. Click More.

4. Select Save As or Save with Annotations to download the content to your  computer’s folders.

EXTRAS

Organizing your Contacts

By default, Lync will load in your Contacts view. You can further navigate your  Lync features by clicking on one of the specific views available to display your  contact’s recent activity.

Groups: View your contacts by group.

Status: View your contacts by their availability status.

Relationships: View your contacts by your relationship access to them, such  as a family or workgroup.

New: View your contacts list by who has added you most recently. Shortcuts

Conversation Shortcuts

Help………………………………………………………………………………………F1 View in Full Screen………………………………………………………………..F5 Exit Full Screen……………………………………………………………………..Esc

Close Conversation Window…………………………………………………Alt + F4 Accept Invite…………………………………………………………………………Windows key + A Decline Invite………………………………………………………………………..Windows Key + Esc Cut………………………………………………………………………………………..Ctrl + A Paste……………………………………………………………………………………..Ctrl + X Copy………………………………………………………………………………………Ctrl + C Undo……………………………………………………………………………………..Ctrl + Z Redo………………………………………………………………………………………Ctrl + Y