Lync will be set up automatically after it has been installed, but some personalization may be needed.

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1 Setting up Lync / Installing Lync Microsoft Lync is a communication tool that provides IM, voice, screen and file sharing, and online meeting capabilities. Lync should be installed on your computer by default. If Lync is not yet installed, you will require administrator access to install it. If you need assistance, put in an IT Service Request or contact the IT Service Center at for assistance. Lync will be set up automatically after it has been installed, but some personalization may be needed. To find most personalization options, click the gear in the upper right hand corner near your picture. Index Finding Your Contacts (Page 2) Updating Your Status and Location (Page 3) Starting a Conversation (Page 4) Making a Video Call (Page 5) Sending a File Through Lync (Page 7) Screen Sharing with Lync (Page 8) Conference Calls with Lync (Page 9) If you have any trouble following the instructions in this document, contact the IT Service Center at of 10

2 Finding Your Contacts To add people to your contacts group, type their name into the search field and they will automatically appear. Right click their name and then select Add to Contact List. If you have created any groups, they could also be selected here. If you would like to create a new group, right click on an existing group (such as Other Contacts ) and select Create New Group. To move people between groups simply left click on that contact and drag them to the new group. If you would like to remove a contact, right click on that contact and select remove from contact list. You can find additional information about a contact by right clicking on them and selecting see contact card. This will show useful information such as their office location, phone number, , and how long until their next appointment on their calendar. 2 of 10

3 Updating Your Status and Location Lync will automatically sync with your Outlook calendar to let people know when you are busy with an appointment, but occasionally you will need to manually update this information. To change your availbility click on Available and select from the list of statuses so your other contacts know if you are available or not. To change your location, click on Set Your Location and type in your location. If you would like to change your location back to the blank set your location state, empty the text field. Lync automatically sets you as away after 5 minutes of inactivity. If you would like to change this behavior, open up Options by clicking on the gear icon shown in the image above and selecting Status. On this screen, change the numerical values to whatever is appropriate to change when Lync automatically shows you as Idle or Inactive. 3 of 10

4 Starting a Conversation To start a conversation, double click on the contact you want to communicate with and a chat window will open. If you have had a recent conversation with this person that conversation will automatically show up in the chat window. If you wish to view an older conversation, you can find them by right clicking on the contact and selecting Find Previous Conversations. All Lync conversations are automatically recorded and can be found in this way. 4 of 10

5 Making a Video Call To make a video call, you need a webcam. Your webcam should automatically be detected by Lync; if it isn t, unplugging your webcam and plugging it back in should reconnect the camera. If the webcam is built into your laptop or monitor, restarting your computer should reconnect the camera. If you still have trouble, contact the IT Service Center at To begin the video call, start a conversation with the contact by double clicking on their name and then hover your mouse over the Video button, then select Start My Video. You should also see a preview of what your webcam will look like when hovering over the Video button; if your video does not show up you need to reconnect your webcam. If someone starts a video call with you, you will hear a tone and a pop-up will appear on your screen. Click on the popup to start the video chat or select Ignore to deny the call. The Video Call allows you to see and hear whoever you are communicating with in addition to normal conversation functions. When a video call begins you will also have a few additional options not seen in a normal conversation. To mute your audio or video, click on the microphone or video camera icons; a red line will appear through them to indicate they are muted. 5 of 10

6 To put the call on hold, highlight the phone button and select Hold Call. Putting a call on hold does not end it, but temporarily suspends video and audio. Press the Resume Call button to take the conversation off hold. To end a video call, press the red phone button in the top right corner. This will end the video and audio and remove you from the conversation. 6 of 10

7 Sending a File Through Lync To send a file through Lync, highlight the Present button, shaped like a monitor, shown below. Click Attachments and then select Add Attachment to browse your computer for a file. Double click on the file to send it to the other party. You will then see a thumbnail of the file you are attempting to send and a Waiting for contact to accept message; this will change to a success message after they accept the image. If you are receiving a file you will have the ability to accept or decline the file. To accept a file being sent to you, double-click the transfer bar or click the save as link below the notification. To decline a file, click the decline link. 7 of 10

8 Screen Sharing with Lync Screen sharing allows you to show someone your monitor, a specific program (such as a PDF, Powerpoint, or web browser), or a whiteboard. To begin screen sharing, click on the Present button in the conversation window then click on what you want to share. You will then see a preview of what the other members of the conversation are seeing. You can also give control of your desktop or specific programs to other members of the conversation. This will allow them to use the program or screen that you ve shared with them. To give control, select the Give Control dropdown at the top of the screen and then select the contact you d like to have control. To take back control, select the dropdown again and select Take Back Control or press Ctrl+Alt+Space. 8 of 10

9 Conference Calls with Lync To have more than one contact in a chat or video session, start a conversation with a contact and click the Participants icon in the upper right hand corner, then select Invite More People. You will then see your contact list and a search bar; find and select the contact you wish to invite, then click OK. Members of a conference call can all share video and audio. By default, everyone is listed as a Presenter and can contribute and share their screen and programs. 9 of 10

10 To limit a Presenter s ability to share, right click on their name and select Make an Attendee. To allow an Attendee to share, right click on their name and select Make a Presenter. Having trouble following the instructions in this PDF? Contact the IT Service Center by phone at of 10

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