Installing Lync. Configuring and Signing into Lync

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1 Microsoft Lync 2013

2 Contents Installing Lync... 1 Configuring and Signing into Lync... 1 Changing your Picture... 2 Adding and Managing Contacts... 2 Create and Manage Contact Groups... 3 Start an Instant Message Conversation... 3 Transfer Files... 3 Retrieve Previous Conversations... 3 Setting up Lync Audio... 4 Make a Lync Call... 4 Make a Lync Video Call... 4 Scheduling a Lync Meeting... 5 Presentations... 6 Sharing a PowerPoint Presentation... 7 Participant Options in Presentations... 7 IMing Through the Portal... 8 Scheduling Online Meetings Through the Portal... 8 Joining a Lync or Online Meeting via the Portal... 9 i

3 Installing Lync Note: Do not install Lync if you already have it installed with Office If you already have Lync with Office 2013 installing the version from the Office 365 portal will result in Lync not working. 1. Go to \\hs.wvu-ad.wvu.edu\public\apps\ and copy the Office 2013 folder to your computer. It may take several minutes for the entire folder to download 2. In the Office 2013 folder on your computer double click on the setup.exe icon 3. Check the box saying you accept the terms and click Continue 4. Choose the Customize option 5. Click on the Installation Options tab 6. Click on the box next to Microsoft Lync and choose Run from My Computer 7. Repeat step 6 for any other Office program you would like to install. For programs you do not wish to install click the icon next to them and choose the Not Available option 8. Click Install Now to have the Office installer set up Lync Configuring and Signing into Lync 1. Enter your into the Sign-in Address field 2. If Lync requests a password enter your MyID password 3. Click the Sign In button. 4. The first time you sign in it may take a moment. Subsequent sign ins should take only a couple seconds. 1

4 Changing your Picture 1. Click on the settings icon 2. Select Tools then Options 3. From the menu on the left click on My Picture 4. If you do not wish to have a picture select the radio button next to Hide my picture 5. To change your picture click on the Edit or Remove Picture button 6. A new browser window will open, if you want to simply delete your photo click the x next to the picture or click the Browse button to change the picture 7. After clicking on Browse find the picture you wish to use, click it then click Open 8. The browser will reload with the new picture. If it is correct click Save on the bottom of the screen 9. Click OK on the options screen in Lync 10. It may take a few minutes for the picture to update in Lync Adding and Managing Contacts 1. Click in the box that says Find someone 2. Enter the address or the person s name. A list of matches will appear below the search box. (If using names, it must be entered as it appears in the Lync system. Some people may be listed Last Name, First Name and others First Name Last Name) 3. Right click on the desired user and select Add to Contacts List and then click on the group to add the user to 4. To change the group the user is in right click on their name on the contact list and select Move Contact To and select the group the user should be moved to 5. To copy the user into another group but also keep them in their current group right click on their name and select Copy Contact To and select the group the contact is to be copied to 6. To remove a user from a group right click on their name and select Remove from Group 7. To remove a user from the contacts list right click on their name and select Remove from Contact List 2

5 Create and Manage Contact Groups 1. Click on the Add button above the contacts area 2. From the drop down menu select Create a New Group 3. Give the new group a name and hit Enter 4. To reorder the group either click and drag it to where you want it or right click on the group to be moved, choose either Move Group Up or Move Group Down. Repeat until the groups are ordered as desired. 5. To rename a group right click on its name and select Rename Group. Enter the new name for the group in the text box and hit enter to save it 6. To delete a group right click on its name and select Delete Group. (If you delete a group any contacts in that group will also be deleted. Some default groups you will not be able to delete.) Start an Instant Message Conversation 1. Find the user you wish to IM in your contact list or by searching for them in the Find Someone field 2. Double click on their name 3. In the new window that pops up enter your message and hit Enter to send it 4. To add more users to the conversation click or hover over the Participants button and choose Invite More People 5. Select the user to add from your contact list or search results and click OK Transfer Files 1. To send a file to another user you can drag it into the conversation window or click on Present, click on Attachments and choose Insert Files 2. You can also simply drag the file to a user s name on your contact list 3. The contact will then be prompted to accept or decline the file Retrieve Previous Conversations 1. Click on the conversations button above the Find someone box 2. You can choose to go through All conversations or only Missed conversations 3. Scroll through the list and find the desired conversation 4. Double click on it. An IM window will open up with the conversation inside. You can scroll up and down to reread it 3

6 Setting up Lync Audio 1. In the bottom left click on the Select Primary Device button 2. In the drop down menu either select your desired audio device or click on Audio Device Settings 3. In the Audio Device menu you can select which device Lync uses for sound and microphone and adjust their levels in the slide bar. The Microphone bar will adjust automatically if set incorrectly. Make a Lync Call 1. Hover over the contacts picture and then click on the Phone button. If you are already in an IM conversation with the user you can push the Phone icon in the IM window to initiate the Lync Call. 2. A call will be initiated. When the other person picks up you can begin talking 3. To add people to the call click on the Participants button and click Invite More People 4. Choose the contact to add from your contact list or search results and click OK 5. When finished talking click on the red phone icon to end up the call Make a Lync Video Call 1. Hover over the contacts picture and then click on the Video Call button. If you are already in an IM conversation with the user you can push the Video Call button in the IM window to initiate the video call 2. A video window showing what your webcam is sending will appear 3. When the other user picks you will see their video stream and you can begin talking 4. To add more people to the video call click on the Participants button and click Invite More People 5. Choose the contact to add from your contact list or search results and click OK 6. To manage a user in a conference, right click on their video, you can select Mute, Unmute to control their ability to speak, or Remove to remove them from the video call 7. To pop the video frame out of the IM frame click the Pop Out button in the top left of the video gallery. a. Click the opposite facing arrow in the top left of the popped out video gallery to pop it back into the IM frame b. Click on the Maximize or Full Screen buttons in the top left for larger videos 8. When finished, click on the red phone icon to end the video call 4

7 Scheduling a Lync Meeting After installing Lync and rebooting your computer you can schedule meetings through Lync from Outlook 2010 or By using the Lync Meeting option a calendar appointment is sent to the desired attendees with a link that they can click that will open the meeting automatically for them through Lync. 1. In Outlook click on Calendar 2. Find the date and time you would like to schedule the meeting, click on it on the calendar then click on New Lync Meeting on the ribbon 3. Add the individuals to be included in the To field of the calendar appointment 4. Give the meeting a subject 5. Confirm the dates and times are correct, make any changes necessary 6. Add any text to the invite above or below the links that appear a. Clicking the link in the meeting information will automatically open a meeting window through Lync 7. Click Send to send the meeting invitation 5

8 Presentations Lync allows you to share information with other people using the Present option. This feature allows for collaboration with or presentations to multiple users. 1. To start a presentation, in an open IM window click on the Presentation icon 2. Choose what you want to present a. Monitor will share all of the contents of your monitor with the other users in the IM conversation. If you have multiple monitors you can choose which one to share b. Program allows you to specify which program you wish to share. Only the window containing that program will be shared c. PowerPoint allows you to upload a PowerPoint presentation for sharing. You can scroll through the slides to give participants a traditional PowerPoint presentation through Lync d. Whiteboard gives you a blank page where notes, drawing or images can be posted so participants can work on items together. All participants can use the whiteboard e. Poll and Q&A allow the presenter to get feedback from instantly created forms that are shared with participants 3. You can add audio or video to a sharing session by clicking on the Call or Video Call buttons (see Page 3 for instructions) 4. To see what is being presented to users click on the Presentation icon and click on the Show Stage button. The IM window will add a section with a view of what you are sharing. a. If you no longer wish to see what is being presented click Hide Preview under the preview 5. To switch between different presentation options click on Presentation and click on the presentation type you want to change to a. If you have already switched from a previous presentation type you can click on it in the Presentable Content section to bring it back up 6. You can give other users control of your content by using the Give Control option at the top of the screen. Click on the Give Control option and select who should be given control. While the user has control they can use whatever is being presented like you can. If it is your monitor they will have full control over your desktop a. To end sharing control click on the Give Control drop down and select Take Back Control. 7. To end the presentation click on Stop Presenting a. If you have the preview stage open you can close it by clicking on Hide Stage in the middle of the preview pane 6

9 Sharing a PowerPoint Presentation 1. After clicking on the PowerPoint option in the Present tab choose the PowerPoint file you wish to share from your computer 2. After the PowerPoint finishes uploading you can scroll through the slides using the Back and Forward arrows under the slide displayed in the presentation area 3. To change to a different slide without scrolling through your slides click on Thumbnails and use the arrows to find the slide you wish to display and click on it 4. If you have presenter notes you wish to see click on the Notes button to display them 5. To use the built in highlighter, laser pointer, insert text or pictures, and pen click on the Annotations button on the top right of the slide Participant Options in Presentations Participants have a few options that allow them to work with or adjust the presentation 1. Users can put the presentation into full screen mode by clicking on the Full Screen icon in the top right. This will put the presentation into full screen mode and will hide everything else including the IM portion of the window a. To end full screen mode hit Escape on the keyboard 2. To maximize the presentation click the Maximize button on the top right of the presentation window. This will maximize the presentation, keep the IM window open and allow you to access other programs while keeping the presentation open 3. If a whiteboard is open you can use the options on the right side of the presentation window to add to the white board. This annotations toolbar includes options for typing, drawing, erasing, and inserting images 4. To answer a poll question simply click on the radio button next to the answer you wish to select. You can change your answer by clicking on a different button. 7

10 IMing Through the Portal You can instant message other Lync users if you do not have Lync installed by signing into WVU s Office 365 Portal 1. Open your web browser and put in office365.hsc.wvu.edu as the address 2. Sign into the portal using your and MyID password 3. Click on the People tab at the top of the screen 4. Click on the contact you wish to IM 5. Under their name at the top of the right panel click on the IM icon 6. If your browser prompts you to allow pop ups, click the Allow option. The browser may reload. If it does repeat steps 4 and 5 7. An IM window will pop up. Enter your message and hit your Enter key to send the message. a. Clicking on the Outlook, Calendar, or People tabs will keep not close your chat session b. If you click on the other tabs your chat session may be closed despite being popped out. Stay in the people tab as long as you wish to continue IMing with other users Scheduling Online Meetings Through the Portal 1. In the People tab click on the name of the user you wish to schedule a meeting with and click the Schedule Meeting icon 2. Fill out the meeting information and then click the Online Meeting button 3. This will add a link to the appointment invitation that allows the invitee to click and join the Lync meeting automatically 4. Add any desired text above the link 5. Click Send at the top of the screen to send the invitation 8

11 Joining a Lync or Online Meeting via the Portal You can join a Lync or Online meeting even if you do not have Lync installed 1. Click on the link in the invitation to join the meeting 2. Choose the Sign in if you are an Office 365 user option. If you are already signed into the Office 365 Portal it will automatically log you in, otherwise you may need to enter your credentials 3. Click Join the meeting. If this is the first time you are using the web interface you will be prompted to download a plug in a. After downloading it, open the file from where it was saved to. This will vary from user to user as this can be set through the browser b. Follow the prompts to install the plug in c. After installation is complete you may be asked to allow the plug in to work. Click Allow 4. After joining the meeting you can click the Messages icon to bring up chat permanently 5. The other options on the bottom left (Call, Video, Presentations) work as described in the earlier Presentations section (page 6) 6. To leave a meeting click Exit Meeting at the top right a. If you are finished using Office 365 make sure the Sign out of Office 365 box is checked and click OK 9

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