Microsoft Lync Basic User Guide

UniCom and Microsoft Lync Basic
Windows User Guide
UniCom and Lync - Summary and Benefits
1
What is UniCom? ............................................................................1
What is Microsoft Lync? ..................................................................1
Who can use UniCom services?.......................................................1
Setting up Microsoft Lync
1
Downloading Microsoft Lync ...........................................................1
Required equipment and how to test it ..........................................1
Place Phone Calls Using Microsoft Lync
2
Initiating, Answering, and Disconnecting a call .............................2
Placing and removing a call from Hold ..........................................3
Redirecting a Call ..........................................................................3
Transfer a call ................................................................................3
Parking a call .................................................................................4
Call Forwarding ..............................................................................4
Viewing missed calls ......................................................................4
Using Video
5
Adding Video to a conversation ......................................................5
Record, View, and Share a Meeting ................................................5
Instant Messaging (IM)
6
Generating an IM ...........................................................................6
Attaching a file in an IM .................................................................7
Conversation Logs ..........................................................................7
Conferences
12
What is sharing? ..........................................................................12
Sharing the desktop .....................................................................12
Sharing a program .......................................................................13
Taking Notes with OneNote
16
Status (Presence) Settings
Why Status/Presence settings are important ...............................16
How to set Status/Presence settings ............................................16
17
Contacts
Adding Contacts ..........................................................................17
Adding a Federated Contact .........................................................18
Adding an Out-of-network contact ...............................................18
Group settings for Contacts .........................................................18
Creating a new Contact Group .....................................................19
Moving a Contact to another Group ..............................................19
Status Change Alerts ...................................................................19
Pinning a Contact to a Frequent Contact Group ...........................19
20
Privacy
What are Privacy Relationships and why are they important? ......20
How to set Privacy Relationships for each contact .......................20
Uploading a Profile Photo
21
Getting Help
21
Top Menu Bar
Meeting with a Call
Send/Receive Massages
Status/Presence
Profile Photo
Dial Pad
Location
Send an
Instant Message
Contact Views
Search Bar
Sort Contacts
Group
13
What is OneNote?..........................................................................13
Opening OneNote from a Conversation Window ............................13
Using Lync Outside the IU Network
What is an Ad Hoc Video Conference? ...........................................15
Initiating an Ad Hoc Video Bridge Conference ..............................15
Joining an Ad Hoc Video Bridge Conference ..................................15
8
Initiate a Conference ......................................................................8
Video Conference ...........................................................................8
Join a Conference ...........................................................................8
Starting a Conference Call from Outlook ........................................9
Inviting additional participants to a current call ...........................9
Starting a Conference Call to Everyone in a Contacts Group ........10
Scheduling a Conference Call ......................................................11
Scheduling a Conference Call using Outlook ................................11
Sharing
15
Joining the Ad Hoc Video Bridge Conference
Contacts
13
Signing into Lync from outside the IU Network .............................14
Using Lync 2010 Attendee ............................................................14
Lync Web App
14
Headset Settings
Phone Settings
What is the Lync Web App? ...........................................................14
Joining a Meeting using the Lync Web App ...................................14
Audio Conversations with the Lync Web App .................................15
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What is UniCom?
UniCom is IU’s term for unified communications, a service
at IU that brings voice, video, and data together in a unified
desktop communication system, providing instant messaging (IM), telephone, email, desktop sharing, and audio/video
conferencing.
What is Microsoft Lync?
Microsoft Lync is a virtual connection between you and the
people you work with.
UniCom has integrated Microsoft Lync into IU’s communication systems to bring instant messaging (IM), PC to PC
phone calls, video calls, email, and calendar features.
Who can use UniCom services?
At Indiana University Southeast, faculty and staff can use
Microsoft Lync to communicate with those with UniCom accounts.
Setting up Microsoft Lync
Microsoft Lync is an application that allows users to communicate with other people with UniCom accounts.
Downloading Microsoft Lync
1.From http://iuware.iu.edu
2.Find Office Tools on the left menu
3.Click UniCom Lync Client
4.After you have read through the Installation Notes
and signed the Emergency 911 Acknowledgment
Statement, click the link that appears beneath
Downloads.
Required equipment and how to test it
To use the voice communication capabilities of Microsoft
Lync, you need headphones or speakers with a microphone.
If you want to use the video conferencing features, you will
need a webcam.
Options
You can test your audio and video equipment from the Lync
Options button.
To set up audio and video:
1.Click the Lync Options button .
2.In the Options environment, choose either Audio
Device or Video Device.
3.Choose the appropriate settings for your environment.
Note: When using UniCom Enterprise Voice, a shortcut appears at the base of the Lync window. The Select Primary
Device shortcut button may be found in the lower left corner
of the Lync window. Clicking on this button allows you to
choose from all audio enabled audio devices, and allows you
to switch between them rapidly.
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Place Phone Calls Using Microsoft Lync
Lync can be used like a telephone to make calls between you
and other Lync users from your computer if you have a headset with a microphone.
Initiating a call
To find someone, type their name, IU username, email address, or phone number into the Lync Search field and a list
of names will appear as you type.
If you choose to search using a phone number, type all 10
digits including the area code. Dashes, parenthesis and the
‘1’ in front of the phone number are unnecessary. You also
do not need to press ‘9’ to dial outside the IU Southeast
network.
To call a contact, click the Call button to the right of the
name. The default work number will automatically dial. If an
alternate number is needed, click the drop-down menu next
to the call button and select the appropriate phone number.
If the contact is unavailable, a voicemail can be left.
Search Field
The next step will be determined by the Presence State
and whether or not the recipient of your call subscribes to
UniCom:
a. If the recipient has no UniCom subscription, the Lync Call
option and the New Number option appear:
Call
Drop-down Menu
If you select the Lync Call option, the call aborts. To make a
call, click on the New Number option. Type the appropriate
number into the dialogue box that opens:
b. If the recipient of your call has a UniCom account but an
unknown Presence State, a ‘work number’ option appears in
addition to those in section a.
Make a Lync PC-to-PC call to other UniCom users by clicking
the Lync Phone icon.
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Answering a call in Lync
When you have an incoming call, the computer will emit an
electronic ‘ring.’ On the lower right corner of your computer
screen, you will see a small pop-up window indicating that
you have an incoming call.
To answer a call:
Click anywhere in the pop-up except the decline button. The
call then connects; if you click on the Decline button, the call
will not connect.
Disconnecting a call
In all calling modes, the call is managed in the Conversation
Window.
To hang up:
1.Click the End Call button in the upper-right corner of
the Conversation Window
Placing and removing a call from Hold
Using Conversation Windows, you can have several calls
open simultaneously. When you answer or initiate a second
call while the original is in progress, the original call is muted
and the newly generated call becomes active.
Hold
When you return to the original Conversation Window, you
must click on the Resume Call button that appears in any
conversation on hold.
Resume Call
Redirecting a Call:
Click Redirect in the pop-up, and choose voicemail or another contact.
Transfer a call
To transfer a call:
1.In the conversation window, click the Transfer icon.
2.Double-click the name in the Contacts list or enter
a new number that you want to transfer the call to.
The call disappears from your conversation window.
An unsuccessful transfer results in an error message being displayed.
Transfer
Consult before transferring a call:
1.In the conversation window, click the Consult before
transferring or merging calls button. The call will be
put on hold.
2.In your Contacts list, click the recipient’s phone
icon. (Or, click their IM icon to consult by instant
messaging.)
3.If the recipient agrees to take the transfer, click the
Call this contact connect button. If the transfer is
successful, the call just disappears from your conversation window. An unsuccessful transfer results
in an error message being displayed.
4.If the recipient does not want to take the transfer,
end the consultation, and then click the Hold/Resume call button to resume the conversation with
the caller.
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Parking a call
Instead of putting a call on hold, you can park the call in a
holding queue.
Park the Call:
1.Click the Hold menu.
2.Click Park call. When the call is successfully parked,
you get a notification with the retrieval number.
Communicate the retrieval number to the person or
department that the call is being transferred to.
Retrieve the Call:
1.Type the retrieval number in the search box to
retrieve the call.
You are then notified the call has been retrieved.
Call Forwarding
Lync 2010 Enterprise Voice offers a range of call forwarding
options. To view some of these options, in the Lync Options
window, select Call Forwarding:
Options
You may set Lync call forwarding to three different options:
• Turn off call forwarding; Forward my calls to; and
Simultaneous Ring.
• The ‘Turn off call forwarding’ option restricts all
incoming calls to your Lync phone.
• Alternatively, if you have all your delegates, team-call
group members, and alternate phone numbers configured, you can use the Call Forwarding shortcut
button which appears in the lower left corner of the
Lync window. An action menu opens from which
you may choose any of the configured options with
a click.
Viewing missed calls
Even if a missed call does not have an associated voicemail
message, you can view the information about the missed
message. When you miss a phone call, but there is no Voicemail message, Lync alerts you to the missed call by changing
the appearance of the Conversations Environment button in
the Lync window.
To contact the caller directly from the missed conversation,
double-click any missed conversation in the window; this
method allows you to continue the missed call as an IM,
Video chat, or Sharing event. Alternatively, to return a call
with a telephone call, just click the Call button to the right of
the listing.
Conversations Environment
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Using Video
You can add video to calls made through Lync.
Adding Video to a conversation
Just as you generate an IM or Lync call, if you have a video
camera (or webcam) hooked up to your computer, you can
place video calls. Participants who have video cameras will
be seen in the Conversation Window, while an icon will appear for those who do not have a webcam.
To initiate a video call:
1.Double-click the contact you want to call. A Conversation Window opens.
2.Click the Video button in the active conversation
window.
The Conversation Window now shows a large pane and an IM
pane in the lower section. Participants with configured video
cameras will be seen in the video pane. Observers of participants without video configurations see a generic image.
Drop-Down Menu
Video
Generic Image
Images are seen in picture-in-picture layout; the image of the
person who is speaking will be automatically featured as the
largest in the window. To initiate a video conference call, see
the ‘Initiate a Conference Call’ section under ‘Conferences’.
Record, View, and Share a Meeting
Record a Meeting:
1.Click the Options button in your meeting, and then
click Start Recording.
2.The Pause and Stop commands become available
at the bottom of the meeting window.
3.Click the Stop button and customize the options on
the Stop Recording window if needed.
4.By default, Lync saves your recordings in Lync
recording format in the location: C:\Users\username\
LyncRecordings. Click Browse to save your recording to a different location.
5.By default, the option to save the recording in
(.wmv) format is also enabled. If not, select the
Also create a version that you can publish to others
(.wmv) check box. This option saves your recording
in a single .wmv video format, which you can send
to others.
View Your Recording:
1.Click Start, All Programs, Microsoft Lync, and then
click Microsoft Lync Recording Manager.
2.Tip: You can also access the Recording Manager
from Lync. Click Tools on the menu bar, and then
click Recording Manager.
3.In the Recording Manager window, select if you
want to view the recording in Lync Recording format
or Windows Media Recordings format. Click the
appropriate tab at the top of the Recording Manager
window.
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4.Select a recording, and then click Play.
5.If you have selected the Windows Media Recordings
format, the recording will play in Windows Media
Player. If you have selected the Lync format, the
recording will play in Lync Recording Playback.
Share a Recording:
1.Open the Recording Manager, and click the Windows Media Recordings tab.
2.Select your recording, and then click Browse to the
location where your recording was saved.
3.Copy the file and post it where others can access it.
If you have saved your recording only in the Lync Recording
format and want to have a WMV version as well, follow these
steps:
1.Click the Lync Recording tab.
2.Select your recording, and then click Publish.
3.In the Save and Publish window, change the name
and path of the recording if you want, and then click
OK.
4.In the Save and Publish window, change the name
and path of the recording if you want, and then click
OK.
TIP: You can also publish the recording directly to a location
accessible to others, such as a team SharePoint.
Instant Messaging (IM)
Microsoft Lync allows you to send and receive instant messages to others with UniCom accounts.
When you initiate a chat session in Lync, you generate a new
Conversation Window. A Conversation Window is a small
window that allows you to chat, screen-share, transfer files,
manage PC-to-PC calling, and more. Commonly, people begin conversations with an instant message display and then
shift to PC-to-PC calling and desktop sharing. In a single
Conversation Window, you can smoothly shift from one mode
of communication to another. All these modalities may be
used together or separately.
Generating an IM
In Lync, there are several ways to initiate an IM session.
To generate an IM session by finding a name in the Search
Field:
1.To find someone, simply type the name or IU username into the Lync Search field.
You can use common name or username arrangements, for example: John Doe; Doe, John; johdoe;
or [email protected]. A list of names appears as you
type: A bar parallel to the edge of the user icon will
be displayed to the left of the name. If the person
has a UniCom account, the bar will be colored. The
color of the bar indicates that person’s status. If the
person does not have a UniCom account, the bar
appears empty.
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Search Field
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Note: The image to the right shows ‘Picture View.’
You may view your contact list in ‘Name View.’ In
Name View, the Contact List does not contain pictures or silhouettes. The Status of your contacts is
shown with a small colored square.
Picture View
Important: Using UniCom Basic, you may IM or call
only those who have colored icons. (Note, that all IU
people are eligible to get UniCom accounts; those
with the empty bars have yet to sign up).
2. Double-click the name.
A new Conversation Window opens in IM mode by
default; the IM pane appears at the bottom.
3.Type your text into the bottom pane and press Enter.
Show Instant Message Area
To initiate an IM conversation in an existing Conversation
Window:
1.Click the Show Instant Message Area icon. An IM
pane opens in the Conversation Window.
2.Type your text and press Enter.
Attaching a file in an IM
You can send a file securely with an instant message. When
you transfer a file through IM, the email quota of both the
recipient and the sender remains unaffected.
To send a file:
1.Click the Send a File icon:
2.Browse to the file you want to send. If accepted, the
file copies into the recipient’s ‘My Received Files’
folder under My Documents.
Note: A file cannot be sent to more than one person at a
time.
Conversation Logs
If you have an IU Exchange account, all your IM conversations and phone logs can be stored in Outlook, inside a
folder named Conversation History. By default, Lync will automatically store all IM conversations, phone logs, and Lync
contacts in Outlook.
Send a File Icon
Menu
Options
To manage how your IM conversations and phone logs are
stored in Conversation History in Outlook:
1.In the main Lync window, click on the Options button.
2.Under the Personal tab, determine the desired settings from the following:
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Conferences
You can have a meeting without leaving your computer by
using Lync phone (PC to PC), video, or IM conferences using
Microsoft Lync.
Initiate a Conference
From the main Lync window, you can initiate a conference
with others by email invitation or by selecting a contact. The
email option in Meet Now allows non-IU participants or those
away from their desks to join via web browser.
To initiate a Meet Now conference:
1.Click the Lync Menu button (the arrow next to the
Options button) and click Meet Now. A Conversation
Window opens.
2.Click the People Options drop-down menu. A set of
choices are displayed:
Menu
Options
People Options
a. To bring someone who utilizes Lync directly into
the conference, click Invite by Name or Phone
Number.
b.To switch between means of communication,
click on the IM, Call, or Video options toward the
top of the conversation window.
c. To invite someone who is not available via Lync,
or is a non-IU person, choose Invite by E-Mail.
This allows both IU and non-IU participants to join.
Video Conference
Follow the steps under ‘Initiate a Conference,’ under the
‘Conferences’ section. Then, follow the steps under the section called ‘Using Video.’
Join a Conference
The meeting invitation contains many ways to connect to a
Lync Online Meeting.
Join Online Meeting connects you to the meeting through
Lync, which lets you hear a conference call and see visual
content such as web camera and desktop sharing. Meeting
hyperlink provides an Internet browser method of connecting, if the Join link fails or you don’t have Lync installed.
Join by Phone connects you to the conference call if you are
using a home or cell phone. It connects you through Lync if
you are using Lync Phone Edition or the Lync Dial pad.
Conference ID is required when you are prompted. You are
not prompted when using Join online meeting or the meeting
hyperlink.
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Starting a Conference Call from Outlook
If you have an IU Exchange Outlook client, you may use the
Schedule a Conference Call feature in Outlook. Invitees may
join using Lync or using a web browser. The invitation that
Outlook creates will contain a phone number that people can
use to join the conference call. In this case, web-joiners may
connect to the conference using both the Lync web application and their own call-in device, or choose either mode
alone.
To Schedule a Conference Call in Outlook:
1.Click the Schedule a Conference Call button in the
Outlook Button bar (if available);
or
2.From the Outlook Menu bar, click Conferencing and
then click Schedule a Conference Call.
For more information about inviting by contacts or email
invitation, see step 2 of ‘Inviting additional participants to a
current call,’ below.
Inviting additional participants to a current call
In UniCom Basic mode, you can invite any UniCom user to
join in your current conversation at any time during the call.
To add an additional person to a call, in the Conversation
Window:
1.Click the People Options drop-down menu. A popup window appears, with six options.
2.Choose one of the options:
People Options
a. Invite by Name or Phone Number – brings up a
list of your Lync contacts:
i. Type a name into the top field or click a on a
name already present.
ii. Then Click OK.
Note: You may select multiple contacts by clicking on contacts while holding the Ctrl key.
b.Invite by E-Mail - generates an email message
with an invitation. In order to invite new attendees
by email, the conversation must be active.
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Note: Any time you directly invite people by email
from this drop-down list, your invitees will be
prompted for their UniCom account info with the
option to ‘Log in using Corporate Credentials.’ If any
invitees do not have a UniCom account, they may
select the ‘Log in as Guest’ option.
i. Click on Invite by E-Mail in the pop-up People
Options box. If you are using Microsoft Outlook,
a new ‘Compose E-mail’ box opens in Outlook.
The invitees may opt to join from the Lync Web
App or Lync Attendee.
ii. Supply the email address(es) for the attendees
you wish to invite.
iii.Click Send.
Note: If you are not using Outlook, when you
click on the Invite by E-Mail option the Join Information and Meeting Options pop-up window
opens.
To send the email invitation using an email client other than
Outlook, open your email client; then click on the Copy All
Information button in the Join Information and Meetings Options pop-up window. Paste the information into the body of
an email to your invitees.
You can invite many people to a conference at once by Ctrlclicking multiple contacts or clicking a Contact List Group
header. For more information, see the ‘Starting a Conference
Call to everyone in a Contacts Group’ below.
Starting a Conference Call to everyone in a Contacts Group
You may initiate a conference with an entire group of people
at once, using your contact list Groups.
To Conference-Call a group:
1.Right-click a group header in the Contact List.
2.Choose one of the conference options:
A new Conversation Window opens with all of the
contacts in the group being contacted by UniCom.
The participants are immediately called. You may
choose to open a conference by IM, by video call, or
share a program or desktop with the group also.
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Scheduling a Conference Call
If you want to conduct a conference call, even with people
who are unaffiliated with IU, you can schedule a meeting
from The IU Exchange Outlook client. When you schedule
a conference call, you generate an email invitation that
contains information about how to join. When you and your
invitees receive the invitation, you will all click a link in the
message in order to enter the call. Depending on your participants’ setup, they can participate in various ways:
• If the scheduled meeting participants (both IU and
non-IU) have Lync, they can join in and take full advantage of chat, audio, video, and desktop sharing.
• If the participants want to join by phone, they can
call a dial-in number (that is local to IUS) and then
talk using their computer headset.
• If the participants join via web browser (the Lync
Web App), they are automatically able to chat and
share desktops. If these web invitees want to participate by phone, they must supply a phone number
in their conference window. Those who join by web
can direct the conferencing service to call them
from the web interface if they have a phone number
that is local to IUS. For more information on audio
options when joining the Lync Web App, please see
the section ‘Audio Conversations with the Lync Web
App’ under the ‘Lync Web App’ section.
Scheduling a Conference Call using Outlook
You may schedule a conference call in Microsoft Outlook using the New Online Meeting tool. You must have an updated
version of Microsoft Outlook 2010.
New Online Meeting
To schedule a conference call in Outlook:
1.Open your Calendar in Outlook.
2.On the Home tab and in the New group, click on
the New Online Meeting button. A meeting request
opens.
3.Type the email addresses of the people you want to
invite to the meeting in the meeting request, in the
‘To’ field.
4.Add a subject in the subject line or the invitation
and any additional details in the body of the message.
Note: Do not alter any of the information created for
the meeting invitation in the body of the message.
5.At this point, you can utilize the Scheduling Assistant to ascertain the availability of your invitees or
await their response.
Meeting
Create a conference call in response to an email:
1.Navigate to the email. It could be an email you
received or one that you sent; it can be addressed to
many people or to just one.
2.In the Respond group under the Home tab, click on
the Meeting button.
A meeting event is generated with clickable links to
join the conference; it is directed to all persons addressed in the email.
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Join Online Meeting
3.To create an online conference, click Join Online
Meeting.
4.Enter addresses of attendees and type a subject,
just as you would with any appointment invitation.
5.Send the message.
Sharing
Conveniently share your desktop or a single program with your
contacts and allow them to make changes.
What is Sharing?
Sharing is a feature in Lync. Directly in any Conversation
Window, participants can share their entire computer desktop or a single program with other participants; a user may
even allow others to take control. You may Share a program
or a desktop in a conference call or IM session.
Sharing the Desktop
You can initiate desktop sharing in any Conversation Window.
To initiate desktop sharing:
1.In the Conversation Window, click the Share dropdown button.
2.Click on Desktop.
3.Click Share Desktop. If you have multiple monitors,
choose the monitor you want to share.
Share Drop-Down Menu
Now, your participants will view everything you do on your
desktop. A highlighted frame appears around your entire
desktop to indicate that your desktop is currently visible to
other participants. A Sharing menu appears at the top of the
screen indicating that you are in control of the sharing session.
This Sharing menu will disappear into the background a few
seconds after sharing begins. It will reappear if your mouse
cursor approaches the top of your desktop.
Alternatively, you may ‘pin’ the menu so that it will not disappear
by clicking on the thumbtack icon in the Sharing menu bar.
A notice will open in the Conversation Window:
If you click on the Preview button, a ‘Stage’ opens to the
right of the Conversation Window.
To give control to another participant or to an entire meeting:
1.In the Sharing menu bar at the top of your desktop,
click the Give Control drop-down arrow.
2.Then click the name of the participant, or Share
Control with All Participants.
Note: If you share control with all participants, the first one
to make a change will have control. Thereafter, participants
must Request Control from the Sharing menu at the top or
their desktops.
To take back control of the desktop sharing session:
1.In the Conversation window, click the Control dropdown arrow.
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2.Click Take Back Control. Alternatively, you may
use the keyboard shortcut Ctrl-Alt-Space to regain
control.
To end desktop Sharing:
1.In the Sharing menu bar, click the Stop Sharing
button.
Stop Sharing
Sharing a Program
In a similar manner to sharing a desktop, you may share a
single program with any other user in a Conversation Window.
To share a program:
1.In the Conversation window, click the Share dropdown button.
2.Click on Program… in the drop-down menu. The
Share Programs dialogue box opens.
3.Click on the program you wish to share.
Share Drop-Down Menu
All the other steps in ‘Sharing a Program’ are the same as
those in section ‘Sharing the Desktop.’
Taking Notes Using OneNote
Type notes while using Microsoft Lync by using OneNote.
What is OneNote?
OneNote is a tool that allows you to take notes and keep
things organized. Essentially, OneNote is a virtual notebook
that allows you to create tabs and sub-tabs to keep meeting notes or any other information. OneNote can be initiated
from any Conversation Window or from the Windows Start
Menu. OneNote is available only with Office 2007 and 2010.
Opening OneNote from a Conversation Window
To open OneNote in a Conversation Window:
1.Click the drop-down arrow next to the Add attachment icon.
2.Click Take Notes Using OneNote.
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Using Lync Outside the IU Network
If you are unable to work on campus, you can use Microsoft
Lync Attendee.
Signing into Lync from outside the IU Network
You can take advantage of all the features of Lync from a
computer that is not on the ADS domain.
To Sign into Lync from outside the IU network:
1.Open Lync 2010 from the Start menu.
2.Enter your email address; enter ads\[user name],
and password
3.Click Sign In.
For more information on downloading Lync, please see the
section titled ‘Setting up Microsoft Lync.’
Using Lync 2010 Attendee
Lync Attendee is client software of Lync Server. People using
computers off the IU network can install the Lync Attendee
client without the need for a license. All of the in-meeting
features of Lync are available in Lync Attendee.
Lync Web App
Another way you can work with Lync off campus is by using
the Lync Web App.
What is the Lync Web App?
If you are using a computer anywhere that has Internet
access, you may use the Lync Web App. Lync Web App provides most of all Lync’s utility including viewing and presenting PowerPoint slides; meeting-wide IM; telephone-based
audio; file distribution and application; and desktop and program sharing. To use the Lync Web App, you must be invited
to a meeting or possess a meeting’s unique URL.
Note: To engage in desktop or program sharing, you must be a
presenter in the meeting. All meeting attendees may ask permission to take control of a presenter’s desktop or program.
Joining a meeting using the Lync Web App
To join the meeting, do the following:
1.At meeting time, open your Online Meeting email
invitation, and then click Join Online Meeting in the
email message.
2.In the screen that opens, click the ‘Join Online Meeting’ hyperlink. A Microsoft Lync 2010 window opens.
3.Click on the ‘Join the meeting using your web
browser’ button.
4.Users with an Exchange account should log on
using their username and passphrase in the ‘Join
using corporate credentials.’
Depending upon the supplied credentials, you may be admitted to the meeting immediately. Otherwise, you may have
to wait to be admitted by the leader of the meeting.
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Audio Conversations with the Lync Web App
Just as in a normal Lync Conversation, you can initiate audio
communication using your phone.
To initiate audio communication with your phone:
1.In the Conversation window for your meeting, click
on the Phone tab.
2.Do one of the following:
a. To have the conference call you, choose the
country code, type your phone number, and then
click the Call Me button.
b.To call in using your phone, use the dial-in number found in the Join Online Meeting invitation.
Joining an IU Ad Hoc Video Bridge Conference
What is an Ad Hoc Video Conference?
An Ad Hoc Video Conference at IU is a video conference
connection you establish on-the-fly with a central multimedia
server. You identify your conference code using four numbers of your own choice, and distribute that information to
people whom you want to join. Users from anywhere can use
your four-digit code to join the conference. At this time, the
Ad Hoc Video Conference works on the Windows platform
only. For more information, see the IU Knowledge Base
article ‘At IU, how do I create or join a video conference?’ at
http://kb.iu.edu/data/ause.html.
Initiating an Ad Hoc Video Bridge Conference
To initiate your own video conference:
1.Create a four number sequence. This will be the
identifying code for the ad hoc conference.
2.In the search field in the Lync window, type:
22 [+four digit code created in step 1] @vc.iu.edu.
3.The address appears in a blue highlighted area
below the search field.
4.Right-click the address and choose ‘Start a Video
Call’ from the menu.
The video conference commences. You do not need video
equipment to initiate a video conference; you will be able to
see all who join with video equipment but your colleagues
will only see a black screen for you.
Joining an Ad Hoc Video Bridge Conference
How participants are joining will determine the protocol they
use. Users can join your conference in three ways: using
point-to-point video conference equipment (such as that
found in conference rooms); using UniCom with an optional
web cam; and by calling in via telephone. All methods may
be used simultaneously in a conference.
To join the Ad Hoc video conference with Tandberg equipment:
1.On the remote unit, press the Call button.
2.Dial 22[+code] or find the listed conference room in
the directory. The video conference then connects.
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To join the Ad Hoc video conference via UniCom:
1.In the Search Field at the top of the Lync main window, type: 22[+code]@vc.iu.edu.
The address appears in a blue highlighted area
below the Search Field.
2.Right-click the address and choose Start a Video Call.
You connect with (optional) video to the conference.
You can see all attendees in your Conversation
Window.
Proceed to use the audio and video just as you
would in any UniCom call.
To join the Ad Hoc video conference by phone:
1.From any phone, dial 812-856-7070.
2.Press ‘22[+code]#’ ( the pound symbol is required)
when the conference service prompts you to enter
the code.
You will then connect by phone to the conference.
Status (Presence) Settings
Let people know when you’re available using the Status/Presence settings.
Why Status/Presence settings are important
When using UniCom, you always have a presence setting
called Status. Status describes your activity, location, willingness or ability to communicate, and contact information. You
can manually set your Status in Lync.
Status information helps you, your contacts, and IU colleagues to decide the best way to communicate with each
other at the current time. When you initiate any communication with someone using Lync at IU (via voice, IM, or video
desktop sharing), you can see whether he or she is available
to talk. In addition, you can set access levels that allow only
certain people to interrupt you when you are in ‘Do not disturb’ mode. For example, when your status is set to Do Not
Disturb, no one can call or IM you.
How to set Status/Presence settings
Status state is indicated by a colored bar next to your name
and picture as seen in other people’s contact lists (or by the
color of the square in Name View).
Status/Presence States
In Picture View:
In Name View:
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If you have an IU Exchange account, the Status or Presence
state will ordinarily be the same as your Outlook Calendar
Free/Busy status. You can manually override your status until
it next changes in your Outlook Calendar.
To set your status manually in Lync:
1.Click the status bar next to your profile photo. A
drop-down menu appears.
2.Choose the status state.
For more help on status/presence states, see ‘Quick Start:
Use instant messaging and presence’ at:
http://office.microsoft.com/client/helppreview.aspx?AssetId=
HA101832519&lcid=1033&NS=COMM14&Version=14&res
pos=0&CTT=1&queryid=5a5ebe2e6a0c41cfac3fa7934cbfb
cc6
Contacts
Adding and organizing your contacts is easy.
Your Lync window can store a large set of contacts to enable
you to contact them conveniently. You can add anyone from
the IU Global Address List (GAL) or your Outlook Personal
Contact List by searching by name or email address. In addition, every time you are involved in a peer-to-peer call or IM
session, the contact is stored in the conversations environment. There are several ways you may create contacts,
described below.
Adding contacts
If you are adding an IU entity or a contact in your personal
Outlook Contact List, you can type the name directly in the
main Lync window’s Search field.
To add a contact to a Contact List:
1.Click in the Search field. There are two types of
searches: by Skill and by Name.
a. If you are searching for contacts possessing a
particular skill, type in that particular skill.
b.Then click on the Skill tab below the Search text
field.
Or:
a. For a person with IU username, you may type
either their email username or their name.
b.Click on the Name tab below the Search text
field.
Skill Tab
2.The name (or a set of names) appears in the space
below the search box. If the person is a UniCom
participant, his or her presence state will be indicated with a colored bar. If the person is not a participant or is outside IU, the color bar appears grey,
indicating the person is offline.
a. You can right-click the name and choose Add to
Contact Lists.
b.From your list of contact Groups, select one
group appropriate for the new contact. You may
also create a new Group from the menu to the
right.
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You can also add a contact from your recent conversations.
When you and another person have a phone call or an IM
session, the other party in the discussion is not added to a
contact list. The Lync Conversation tool records your contacts, and you may add those contacts to your Contact List.
To add a contact from a recent conversation:
1.Click the Lync Conversation button.
2.From this list of conversations, right-click on the
contact you wish to add to your Contact List.
3.Click on Add to Contact Lists.
4.Select the appropriate Group unto which you will
add this contact.
Adding a Federated Contact
If you want to send instant messages to or use Lync with
people who are in a federated organization (including AOL,
MSN, or several federated colleges; see ‘What Is the .edu
Federation Registry’ section, above), you must first add them
to your Outlook Contact List. To add a federated identity, you
will add the contact from the Lync Menu button as described
above. That contact should have at least a name and an email
address. Once you correctly create a contact in Outlook, it will
show up in the list of search results in the Lync window. You
can then initiate an instant message to the contact.
Adding an Out-of-network Contact
If you want to add a personal contact that is associated with
a phone number (such as a home phone number or someone who is not at IU), you must be using UniCom Enterprise
Voice and have an IU Exchange account. To have Lync use
the phone number from your Contact List, you need to have
a contact in your personal Outlook Contact List by that name
or email. To work properly, that contact should have at least
a name and a phone number. You may name it anything
you want, for example, ‘Home.’ Once created correctly in
Outlook, the contact will show up in the list of search results
from the Outlook Search window. You may press and drag it
over a heading or right-click and choose Add to Contact List.
Group settings for contacts
The default view of your Contact List is the Groups view.
Groups include Frequent Contacts and any other Groups you
have created. You may also view your contacts by Status and
by Relationship. Beneath the Search field, you will see four
types of Contact List arrangements: Name and Skill.
In the Status view, your Contact List is sorted by Status, with
each color indicating a different Status/Presence State.
Status
Relationship
In the Relationship view, your Contact List sorts by Privacy
Relationship levels. To learn more about Privacy Relationships and their settings, read the section ‘What are privacy
relationships and why are they important?’
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Creating a New Contact Group
You may want to create your own groups, such as ‘Extended
Family’ or ‘Work Team.’
To create a new custom group, in the Group view in your
Contact List:
1.Right-click any Group header.
2.Choose Create New Group.
3.Type the name for the new Group and press Enter.
Moving a Contact to another Group
A contact that is recognized by Lync as a UniCom participant, a GAL entry, or a member of your Outlook Contact List
can be moved into another group in two ways.
To move a contact to another group:
1. By clicking and dragging;
a. Click and drag the contact into another group.
2. By right-clicking:
a. Right-click the contact.
b.Choose Add to Contact List, and choose the
group to which you want to add the contact.
Status Change Alerts
If you would like to be notified of a contact’s changes in
availability and status, you may tag that contact for status
change alerts. When the contact changes Presence States,
an alert window will open in the lower right corner of your
monitor and show the contact’s name and current state:
To tag a contact for status change alert:
1.Right-click any contact.
2.From the pop-out menu, click on Tag for Status
Change Alerts.
To “Untag” a contact:
1.Right-click on any contact currently tagged for status change notification.
2.Uncheck the Tag for Status Change Alerts option.
Pinning a Contact to the Frequent Contact Group
Default Group settings for your Contact List include Frequent
Contacts. Frequent Contacts automatically populates with
contacts with which you have had multiple peer-to-peer conversations. You may pin any contact you choose permanently
to the Frequent Contacts Group irrespective of how often you
converse with that contact.
Status/Presence States
To pin a contact to your Frequent Contacts Group:
1.Right-click any contact.
2.From the pop-out menu, choose Pin to Frequent
Contacts.
3.Pinned contacts will appear at the top of your Frequent Contacts Group.
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Privacy
Privacy relationships are categorizations for your contacts
that allow you to control what information is seen by the individuals, and when and how they are able to contact you.
What are Privacy Relationships and why are they important?
Lync assigns a Privacy Relationship to every contact. There
are five Privacy Relationships shown in the screenshot below.
By default, new IU contacts are all at the Colleagues-level
Privacy Relationship. Contacts obtained from your Outlook
Contact List not associated with IU are assigned to the
External Contacts group. However, you can change the Access Level for each contact. This means you can control how
much of your information people can see, and how they are
able to contact you, depending on your Presence Status. For
example, you can share a mobile phone number with your
closest coworkers but not make the number available to the
entire IU UniCom community. You can also control interruptions. For example, by setting your presence status to Do Not
Disturb, you can block all incoming calls and instant messages, except for those from people that you have granted
the Workgroup or the Friends and Family access levels. For
more information about Privacy Relationships and their interactions with Presence States, refer to the Help menu within
the Lync Options environment and search using the term,
‘Control access to your presence information.’
How to set privacy relationships for each contact
You can set a Privacy Relationship for any contact.
To set a Privacy Relationship for an individual contact:
1. Right-click the contact.
2. Choose Change Privacy Relationship.
3. Select one of the five Privacy Relationships.
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Uploading a profile photo
People can’t always remember your name. Help them out by
using a profile photo.
To upload a photo, you will need a SharePoint account. If
you do not have one, contact Help Desk at (812) 941-2447
and select Option 5.
To upload a photo in SharePoint:
1.Sign into https://my.sharepoint.iu.edu.
2.Click on your name in the upper right corner. A
drop-down menu will appear.
3.Click on ‘My Profile.’
4.Click on ‘Edit My Profile’ beneath the photo area.
5.Find the row labeled ‘Picture,’ and click ‘Choose
Picture.’ A window will pop up.
6.Click ‘Browse’ to find a photo saved on your computer.
Getting Help
If you can’t find the help you need from this guide, call Help
Desk at (812) 941-2447 and select Option 5, or visit these
websites for additional help:
For Microsoft Quick Guides visit:
http://office.microsoft.com/client/helpcategory.aspx?CategoryI
D=CL101952792&lcid=1033&NS=COMM14&Version=14
For Microsoft How-to Videos:
http://office.microsoft.com/client/helpcategory.aspx?CategoryI
D=CL101833114&lcid=1033&NS=COMM14&Version=14
CX600 Phone Tutorial Video:
https://www.sharepoint.iu.edu/sites/iuk/it/training/Shared%20
Documents/unicom/CX600-interactive-tutorial.wmv
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