LYNC 2010 USER GUIDE

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1 LYNC 2010 USER GUIDE

2 D O C U M E N T R E V I S O N H I S T O R Y DOCUMENT REVISION HISTORY Version Date Description 1.0 6/25/2013 Introduction of the Lync 2010 to product line. 2 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

3 C O N T E N T S CONTENTS Document Revision History...2 Contents...3 Overview...5 Download and Install Lync Enterprise...5 Change your Password...6 Start Lync and Sign In...6 Set up Lync to start automatically...6 Personalize your contact information...7 Presence...7 Personal Note...8 Location...8 Phone Number...8 Picture Settings...8 Hide your contacts pictures...8 Hide or change your picture...9 Build your Contacts List...10 Find and add a contact...10 To delete or remove a contact:...10 Create a Group...10 Delete or remove a group...11 Rename a group...11 Sort and display your contacts...11 Sort contacts in the Contacts list Change the look of individual entries in your Contacts list Move, copy, and remove contacts...12 View a contact card...12 Tag a contact...12 Privacy Relationships...13 Change the privacy relationship for a contact Hide your activity feed...14 Instant Messaging...15 Send an Instant Message...16 Send an instant message to many people...16 Send an instant message to a distribution or contact group...16 Send an instant message to select members of a distribution or contact group...16 Send separate instant messages to different people...16 Invite Someone into an Instant Message...16 View saved instant message conversations...17 Accept an IM request Lync 2010 User Guide 3

4 C O N T E N T S Share your desktop or a program...18 Share your desktop...18 Share a program...18 Share a PowerPoint presentation...19 Create a whiteboard...19 Give control to others...19 Use voice and video...20 Start a phone call...20 Use the dial pad...20 Add voice to an IM conversation...20 Set up your video device...21 Add video to a conversation...21 Lync 2010 for Mobile Devices...22 References Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

5 O V E R V I E W OVERVIEW In a cloud-based UC environment where a hosted VoIP phone system is fully integrated with hosted exchange , voic and workflow applications, your company can be more productive, efficient and effective. Alteva s hosted Lync 2010 provides quick and easy real-time communication and presence information. [extend] The following Lync Clients are supported on our hosted platform: Lync Version Minimum Requirement URL for System Requirements Lync 2013 for Windows Windows 8 Windows 7 Windows Server 2008 R2 w/sp Lync 2010 for Windows Windows 7 Windows Vista Windows XP w/sp3 Windows Server 2008 w/sp2 Windows Server 2003 w/sp Lync 2011 for Apple Macintosh Mac OS X version or a later version of Mac OS 14/en-us/lyncdeploy/item/e770844c- 1e5e-42fb-bc3c-d4fac4e60a76 Download and Install Lync Enterprise Please follow these steps to create and configure a new profile for your Alteva Lync Enterprise account: 1. Login to using the User ID and password provided by your Implementation Manager. 2. Select Services > Lync >Downloads 3. Under the client version you wish to download 4. click I agree to download the installer. 5. Install the software Download the appropriate client for your Operating system Lync Version Minimum Requirement URL for System Requirements Lync 2013 for Windows Windows 8 Windows 7 Windows Server 2008 R2 w/sp Lync 2010 for Windows Windows 7 Windows Vista Windows XP w/sp3 Windows Server 2008 w/sp2 Windows Server 2003 w/sp2 Lync 2011 for Apple Macintosh Mac OS X version or a later version of Mac OS Lync 2010 User Guide 5

6 O V E R V I E W Change your Password 1. If needed, login to 2. At the upper right, click your Name next to where it says, Welcome 3. Change your password, click Update 4. Manage your security questions, click Update Start Lync and Sign In 1. On Windows, Click Start, click All Programs, click Microsoft Lync, and then click Microsoft Lync You might get signed in automatically, as described in the next section, by Lync 2010, but if you don t, type your sign-in name. This is typically your business address, such as 3. (Optional) Select a presence status to tell your contacts how available you are. By default, Lync sets your status automatically, based on your current activity or Microsoft Outlook Calendar. 4. Click Sign In. Use the information provided by your Implementation Engineer. Open the Lync client application. You will need the following: Sign-in Address: this will be all lowercase User name: this will be your address Password: your password Set up Lync to start automatically You might want Lync to start automatically when you log on to a Windows operating system. 1. On the Microsoft Lync main window, click the Options button, click Tools -> Options -> Personal, and verify your Sign-in address. 2. Check the Automatically start Lync when I log on to Windows check box. 3. Sign out of Lync, and then sign in again for the change to take effect. 6 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

7 P E R S O N A L I Z E Y O U R C O N T A C T I N F O R M A T I O N PERSONALIZE YOUR CONTACT INFORMATION You can personalize your contact information such as your location, phone numbers, and presence information. For example, you can add your mobile phone number and make it available. Presence 1. Sign in to Lync 2. Click the availability menu under your name, and then either click your presence status, or click Reset Status to let Lync set it automatically, based on your activity and Microsoft Outlook Calendar. Presence Status Description How this status gets set Available Busy In a Meeting Do Not Disturb Be Right Back Inactive/Away Off Work Offline You re online and available to contact You re busy and don t want to be interrupted You re in a meeting You don t want to be disturbed and will see conversation notifications only if they are sent by someone in your Workgroup. You re stepping away from the computer for a few moments. You are logged on but your computer has been idle or you have been away from your computer for a specified period of time. You re not working and are not available to contact. You re not signed in. You ll appear as Offline to people whom you ve blocked from seeing your presence. This status is set when Lync detects you are using your computer. You can also set this status when you want others to know you are in the office even though your computer is idle. You can select this status from the menu for when you are engaged in an activity, such as a call, a conference, or a meeting. Lync sets this status when it detects you are participating in a meeting from your calendar. You select this status from the dropdown menu. You select this status from the dropdown menu. Lync sets your status to inactive when your computer has been idle for five minutes, and away status when your status has been inactive for five minutes. (To change these default values, click the Options button, click Status, and then click the arrows next to Show me as Inactive when my status has been idle for this many minutes and Show me as Away when my status has been Inactive for this many minutes.) You can also select this status from the dropdown menu, Appear Away. You select this status from the dropdown menu. Lync sets this status when you log off of your computer. Note: A red asterisk next to a contact's status indicates that he or she has turned on the out-of-office notification in Outlook Lync 2010 User Guide 7

8 P E R S O N A L I Z E Y O U R C O N T A C T I N F O R M A T I O N Personal Note To add a personal note that lets other people know what s happening today: 1. In the Lync main window, click the note box above your name, and then type a note, such as Working from home or Working on a deadline, please IM instead of stopping by. 2. To remove a personal note, clear the note box so it s blank (delete the contents of the note box). Location To set a location to let people know where you are today, click the arrow next to Set Your Location or your current location, and then, in the location menu (.), click Show Others My Location. Phone Number 1. To add your phone number, click the Options button, and then click Phones. 2. Click the button for the phone number to add (such as Work Phone or Mobile Phone). 3. In the Edit Phone Number dialog box, type the number, and then click OK. 4. Select the Include in my contact card check box, and then click OK. Picture Settings You can decide whether you want to see your contacts' pictures. You can also change your own picture or choose not to show one. Hide your contacts pictures 1. In the Lync main window, click the Options button. 2. In the Lync - Options dialog box, click Personal. 3. Under Display photo, clear the Show photos of contacts check box to hide pictures of other people, and then click OK. 8 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

9 P E R S O N A L I Z E Y O U R C O N T A C T I N F O R M A T I O N Hide or change your picture 1. In the Lync main window, click the Options button. 2. In the Lync - Options dialog box, click My Picture. Do one of the following: To hide your picture, click Do not show my picture. To change your picture (Microsoft Lync 2010), click Show a picture from a web address, type the address of a photo site including the file name, and then click the Connect to Picture button. Note: The photo file must be less than 30 KB in size Lync 2010 User Guide 9

10 B U I L D Y O U R C O N T A C T S L I S T BUILD YOUR CONTACTS LIST Your contact list is the starting point of staying connected to the people who are important to you. Find and add a contact In Lync, contacts are the online identities of the people you interact with most often. They re a key part of the Lync experience. One of the first things you ll want to do as you begin using Lync is to start building a list of contacts. 1. In the search field on the Lync main window, type the name, address, or phone number of the person you want to add. 2. In the search results, right-click the person. 3. Add them to a group by clicking Add to Contacts List, and then clicking the group name, or, if you haven t created groups yet, click Add to New Group, and give the group a name. You can add more contacts to this group later. To delete or remove a contact: In the Contacts list, right-click the contact you want to remove, and then click Remove from Contacts List. Create a Group 1. Open Lync, and, in your Contacts list, right-click any group name (for example, Frequent Contacts), click Create New Group, and then name the group. 2. To add people to the new group, search for a contact, point to the contacts name in the search results, and then click the plus sign (+). Or, rightclick the contact in the search results, click Add to Contacts List, and then click the group name. Note: When you create your first contact group Lync also automatically creates a group for you called Other Contacts. You can assign to this group new contacts that don t require more specific group memberships. 10 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

11 B U I L D Y O U R C O N T A C T S L I S T Delete or remove a group To delete a group that you ve created: 1. Select Groups from the display area above your Contacts list. (If that selection isn t displayed, click the down arrow directly below the Search field to display the Groups, Status, and Relationship buttons.) 2. Right-click the name of the group you want to delete, then select Delete Group from the drop-down menu. Note: The Frequent Contacts and Other Contacts groups are automatically generated and therefore cannot be deleted. Rename a group To rename a group: Right-click the group name on the Contacts list, select Rename Group, and then type the new group name. Sort and display your contacts You can sort your contacts according to various categories (their status, group membership, and privacy relationships), and you can choose how you want to display the individual contact listings. Sort contacts in the Contacts list 1. To organize your contacts so that those who are online display at top of the list, click Status. Your online contacts will display at the top, followed by those with a status of Away, Unknown, and Unavailable. 2. To display your contacts according the groups they are members of (including the default groups Frequent Contacts and Other Contacts and any groups you ve created), click Groups. 3. To sort your contacts by their privacy relationship, click Relationship. (To see explanations of what the relationships are, right-click a contact, and then point to Change Privacy Relationship.) Change the look of individual entries in your Contacts list Click the arrow next to the Display Options button below the search box to display the Layout Options menu. Depending on how you ve sorted your contacts, different options appear in the menu. For example, you can choose to show friendly names as opposed to names or status Lync 2010 User Guide 11

12 B U I L D Y O U R C O N T A C T S L I S T details as opposed to only names. If your company has enabled displaying contact pictures in the Contacts list, you can choose whether to show pictures, which determines how many contacts fit in the window. (If you don t show pictures, the choice is between name only, on one line, or name and details, on a second line.) Note: You can also turn off pictures everywhere in Lync by clicking My Picture in the Lync - Options dialog box. For more information, see Picture Settings. Move, copy, and remove contacts In your Contacts list, do the following to move, copy, and remove or delete contacts. To move a contact to another group, right-click the contact, point to Move Contact To, and then click the group you want. To copy the contact to another group, right-click the contact, click Copy Contact to, and then click the group you want. To remove the contact from the group, right-click the contact, and then click Remove from Group. To remove the contact entirely, right-click the contact, and then click Remove from Contacts List. Important: When you remove a contact from one group, that contact will be removed from your Contact List entirely unless he or she still has membership in another of your groups. View a contact card Depending on the privacy relationship that a contact has granted you, you can see his or her schedule, as well as a personal note. The contact card also provides a point for connecting with the contact, including starting an instant messaging conversation, calling, scheduling a meeting, or sending an In your Contacts list, point to a contact s picture (or status icon, if pictures aren t displayed) to see a basic contact card. 2. To get more information, click the Expand contact card button (down arrow) in the lowerright corner of the card. 3. To keep the card visible, click the Pin button in the upper-right corner of the card. You can drag the card to a convenient place on the desktop. Tag a contact You can mark, or tag, a contact in your Contacts list so that you ll be notified when he or she becomes available. Lync displays a notification as soon as a contact s status changes to Available. 1. In your Contacts list, right-click the person you want to tag. 2. Click Tag for Status Change Alerts. 12 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

13 P R I V A C Y R E L A T I O N S H I P S PRIVACY RELATIONSHIPS Lync uses privacy relationships to control how much of your presence information others see. Contacts are assigned one of five privacy relationships, and each relationship provides access to a different set of information. Your presence information includes your availability status (such as available or away), presence indicator (such as green, yellow, or red), schedule, location, and personal and out-of-office notes. The following table shows which presence information attributes are available for a given privacy relationship. Contacts with which you have a Workgroup relationship are likely to be important. Only these contacts can interrupt you when you have set your status to Do Not Disturb. Note: Colleagues is the relationship all new contacts are given when you add them from within your organization. Presence External Colleagues Information Contacts [default] Workgroup Friends/Family Blocked Status Name Title Work Phone Mobile Phone Home Phone Other Phone Company Meeting Location Meeting Subject Free Busy Working Hours Location Out of Office Note Notes Last Active Personal Photo Lync 2010 User Guide 13

14 P R I V A C Y R E L A T I O N S H I P S Change the privacy relationship for a contact To view your contacts according to their privacy relationships, do the following: Click the Relationships button in the area just above your contacts (other options are Groups and Status). To change the privacy relationship you have with a contact, do the following: Open Lync 2010, and, in your Contacts list, right-click a contact, point to Change Privacy Relationship, and then click a new privacy relationship for the contact. By default, contacts are assigned the Colleagues privacy relationship when you add them to your Contacts list. If you have any contacts that you ve subsequently assigned to another relationship, you can change the privacy relationship back to Colleagues by clicking either Colleagues, or Auto-assign Relationship. Hide your activity feed By default, for everyone except Blocked Contacts and External Contacts, updates to your personal note will appear in their Activity Feed list. Do the following to change this: 1. In the Lync main window, click the Options button. 2. In the Lync - Options dialog box, click Personal. 3. Near the bottom of the right pane, under Activity Feed, clear the Show all my updates in Activity Feed check box. Changes to your status will appear only with your presence status, for example in others Contacts list. 14 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

15 I N S T A N T M E S S A G I N G INSTANT MESSAGING You can have instant messaging (IM) conversations with one or more contacts. In the instant message you can choose the font type and characteristics, such as bold, underline, italics, and color. You can also insert emoticons and paste text and tables that you copied from other Microsoft Office programs, such as the Microsoft Word word-processing program and Microsoft Excel spreadsheet software. Send an Instant Message To start an instant message (IM) conversation with a person or groups in your Contacts list, do the following: 1. In the Lync main window, in the Contacts list, double-click the contact with whom you want to IM. Optionally, you can pause on the picture of the contact you want to send an IM to and click the IM button. When you do this, a conversation window opens. 2. At the bottom of the conversation window, type your message, and then press the Enter key to send your message. When the other person gets the message, they will type their message back to you. You can see when they are typing because a message is shown indicating that the other person is typing. You can use the Font and Emoticon icons at bottom of the conversation window to change the font, emphasis, color, or other formatting, or to add an emoticon to your IM. (The emoticons in Lync are pre-set and can t be changed or added to.) You can also copy text, tables, or links from other Microsoft Office applications and paste them into your IM. Although you can't paste screenshots, photos, or other graphics directly into the IM conversation window, you can share display graphics from the IM conversation window in a couple of ways: Click Share, then click Desktop. Whatever is on your screen will be displayed to the others in your IM session. Click Share, click New Whiteboard, click the Insert Image button at bottom of the Whiteboard, then browse to and double-click the image you want to display. Note: In keeping with its intended use as a quick and informal communications method, Lync IM doesn t do spellchecking Lync 2010 User Guide 15

16 I N S T A N T M E S S A G I N G Send an instant message to many people You can send an instant message to everyone in a distribution group or contact group, or to specific members. Send an instant message to a distribution or contact group 1. In the Lync main window, in your Contacts list, right-click the group name. 2. Click Send an Instant Message. 3. In the message input area, type a message, and then press Enter. The message will be psent to everyone in the group. Send an instant message to select members of a distribution or contact group 1. In the Lync main window, in your Contacts list, find the group you want to select contacts from. 2. (Optional) If group members aren t visible, click the expand/collapse arrow next to the group name. 3. Press and hold the Ctrl key, and then click each person you want to contact. 4. Right-click any of the selected contacts, and then click Send an Instant Message. 5. In the message input area, type a message, and then press Enter. The message will be sent to everyone you selected. Send separate instant messages to different people You can have separate instant message conversations with different people at the same time. For example, you might be sending instant messages to your manager in one conversation, while checking with another person or group in another conversation. Start an instant message conversation using the steps above. Without closing the existing conversation, repeat the steps above to start a completely new conversation with another contact, number, or group. Invite Someone into an Instant Message To invite additional people to an IM conversation: 1. In the Lync main window, drag a contact name from the Contacts list, and drop it onto the conversation window. 2. In the Conversation window, click the People Options menu, click Invite by Name or Phone Number, select one or more contacts or search for one, and then click OK. 3. To add contacts outside of your organization (whom you cannot send an IM to) to the conversation by , in the conversation window, click the People Options menu, and then click Invite by To join, click a link in the message (outside users can join the conversation as a guest, regardless of whether they have Lync installed). The contacts you selected are added to the current conversation. 16 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

17 I N S T A N T M E S S A G I N G View saved instant message conversations To look at previous instant message conversations, do the following: In the Lync main window, click File, and then click View Conversation History. This shows you the Conversation History, saved in Microsoft Outlook. The time is indicated as well as participants. To enable/disable the saving of instant messages conversations, do the following: In the Lync main window, click Options, and then click Personal. Under Personal information manager, clear the box for Save instant message conversations in my Conversation History folder. Accept an IM request Click anywhere on the picture display area of the IM request pane. When someone sends you an instant message, an instant message alert appears in the lower-right corner of your computer screen. Do one of the following: To accept the invitation, click the alert. To redirect the invitation, click Redirect. To decline the invitation, click Ignore Lync 2010 User Guide 17

18 S H A R E Y O U R D E S K T O P O R A P R O G R A M SHARE YOUR DESKTOP OR A PROGRAM During a Lync 2010 conversation, you can show your screen to everyone in the conversation. Not only can you show them your desktop, you can choose to show only one program. You can also deliver Microsoft PowerPoint presentations and collaborate with others on a virtual whiteboard, which is a fresh page for notes and drawings that everyone in the meeting can use together. When you start to share your desktop or a program, you re the only one in control. If you want, you can allow others to navigate and make changes on your desktop with their own mouse and keyboard. Share your desktop To share your desktop with others: 1. Open Lync, and, in your Contacts list, double-click a contact s name. 2. When the conversation window opens, click the Share menu. 3. If you only have one monitor, click Desktop. Otherwise, choose which monitor(s) to share. 4. A bar that reads You are sharing appears at the top of your screen. 5. (Optional) To see how your screen looks to participants, click Preview. To close the preview, click Hide Stage. 6. When you want to stop sharing, on the sharing bar at the top of your screen, click the Stop Sharing button. Share a program 1. In the conversation window, click the Share menu, and then click Program. 2. In the Share Programs dialog box, double-click the program that you want to show. 3. A bar that reads You are sharing appears at the top of your screen. 4. (Optional) To see how your screen looks to participants, click Preview. To close the preview, click Hide Stage. 5. When you want to stop sharing, on the sharing bar, click the Stop Sharing button. 18 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

19 S H A R E Y O U R D E S K T O P O R A P R O G R A M Share a PowerPoint presentation 1. In the conversation window, click the Share menu, and then click PowerPoint Presentation. 2. In the Share PowerPoint dialog box, double-click the PowerPoint presentation that you want to share. When the content is prepared for presentation and uploaded, the other participants will be able to see your presentation. 3. A bar that reads You are sharing appears at the top of your screen. 4. (Optional) To see how your screen looks to participants, click Preview. To close the preview, click Hide Stage. 5. When you want to stop sharing, on the sharing bar, click the Stop Sharing button. Use the annotation tools in the lower left of the presentation to annotate a presentation. Create a whiteboard 1. In the conversation window, click the Share menu, and then click New Whiteboard. 2. To start writing or drawing on the whiteboard, use the annotation tools at the lower left of the whiteboard. Give control to others 1. While sharing your desktop, monitors, or a program, on the sharing bar, click the Give Control menu. 2. Click Automatically accept control requests, to give control to everybody, or click the name of an individual under Attendees. 3. In the dialog box confirming that you want to give control, click OK. 4. When you want to take back control, press Ctrl+Alt+Spacebar. If Automatically accept control requests is selected, click it to clear it Lync 2010 User Guide 19

20 S H A R E Y O U R D E S K T O P O R A P R O G R A M Use voice and video Start a phone call You can start a phone call with one click. In your Contacts list or search results, point to the contact, and then click the Call button. A new Conversation window opens. Use the dial pad To call someone by dialing their telephone number, use the dial pad: 1. In the Lync main window, click the Phone icon. 2. Enter the telephone number that you want to call, and then click Call. Use the call controls To put the call on hold, click Hold To send the call to another phone, click Transfer When you re finished, just click End Call Add voice to an IM conversation To add voice to an instant-messaging (IM) conversation: In the Conversation window, click the Call button. Lync adds voice and audio to your conversation. You can continue typing while you talk. 20 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

21 S H A R E Y O U R D E S K T O P O R A P R O G R A M Set up your video device You need a camera to share your video, but you don t need one to see other people s videos. To set up your camera Click Options in the Lync main window, then click Video Device. If you don t see your video preview, make sure the camera is working correctly. To adjust settings, click Webcam Settings. Add video to a conversation If you have a webcam set up, you can share video with your contacts. In the Conversation window, click the Video button. The video call starts. You can continue to send instant messages to the call recipient and also to other contacts. Note: If you accept someone s incoming video call, they won t see you unless you add video from your side of the conversation Lync 2010 User Guide 21

22 L Y N C F O R M O B I L E D E V I C E S LYNC 2010 FOR MOBILE DEVICES The following Mobile clients are supported: Windows Phone o OS 7.5 or greater, 12 Mb iphone & ipad o iphone 3GS or iphone 4 mobile digital device with Apple ios 4.2 or the latest version. o ipad ios 4.2 or the latest version. Android o Android 2.3 or a later Nokia (Symbian) Note: only Lync 2010 for Mobile is supported, Lync 2013 is not supported. Sign-in Requirements Field Entry Example (Use the information provided by Alteva) Sign-in address SIP address Note: completeuc.com will always be the domain. Password Password User name UPN or domain/username or completeuc/username iphone Sign-on Click More Details to view the Username Enter: o Sign-in Address o Password o User Name Scroll down to sign-in Android Sign-on Click Options to enter the Username Return to the Sign-on screen and enter: o Sign-in Address o Password Press Sign-in 22 Lync 2010 User Guide 401 Market Street First Floor Philadelphia, PA 19106

23 R E F E R E N C E S REFERENCES 1. Getting started with Lync 2010, Microsoft Lync 2010 User Guide 23

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