IM, Presence, and Contacts

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1 Find smene Lync 2013 Quick Reference IM, Presence, and Cntacts The quickest way t find smene via Lync is t launch a search by typing the persn s name r IM address in the search bx n the Lync main windw. The results display autmatically. View a cntact card The cntact card cntains details frm a cntact s cmpany directry, such as the persn s ffice lcatin, phne numbers, rganizatin, and Outlk calendar free/busy infrmatin. T see smene s card, find the persn in yur Cntact list r via search, pint t his r her picture, and then click See Cntact Card. Add a cntact Yur Cntacts list simplifies yur cmmunicatins and lets yu see presence and cntact infrmatin fr the peple mst imprtant t yu. Add t it the peple yu expect t be interacting with regularly. If yur cmpany allws it, yu can add Lync users utside yur cmpany as well as within. T add smene as a cntact: 1. Use Lync search t find the persn yu want t add. (See Find smene.) 2. Right-click the persn s listing in the search returns. 3. Click Add t Cntact List. 4. Click a grup t add yur new cntact t. Create a grup Yu can set up a grup fr each team yu wrk with s yu can see at a glance wh s available at any given time, r cmmunicate with the entire team at nce. T create a new grup: 1. In the Lync main windw, click the Add a Cntact buttn. 2. In the drp-dwn menu, select Create a New Grup. 3. In the space that pens up at bttm f the windw, type ver the phrase New Grup t give yur grup a name. Send an instant message Use instant messaging (IM) t get in tuch right away with yur available cntacts. 1. In yur Cntacts list, pint t the picture f the cntact yu want t send an instant message t. T have an IM cnversatin with mre than ne cntact, hld dwn the Ctrl key, and click each cntact yu want t include.) 2. In the display bar that appears, click the IM buttn. 3. Type yur message in the message input area at the bttm f the IM windw, and then press the Enter key n yur keybard.

2 Accept an IM request Click anywhere n the picture display area f the IM request pane. Switch between tabbed cnversatins If yu have several cnversatins r meetings ging n at the same time, Lync displays them all in ne place, which lets yu tggle between them. Click any tab t bring that activity t the fregrund. Set r change yur presence Presence lets ther peple see at a glance whether yu and yur cntacts are currently available. Here are the available presence statuses and what they mean: If Presence status is... Cntact is... Hw this status gets set Available nline, available t cntact. Autmatic r user-selected. Be Right Back away frm cmputer briefly. User-selected. Away lgged n but has been away frm cmputer fr specified perid. Off Wrk nt wrking, nt available. User-selected. Busy In a call ccupied and shuldn t be interrupted. in a Lync call (tw-party call) and shuldn t be interrupted. Autmatic based n inactivity r user-selected. Time interval can be adjusted. Autmatic (if user is in an Outlk-scheduled cnference) r user-selected. Autmatic. In a meeting in a meeting (per Lync r per Outlk) Autmatic. In a cnference call D Nt Disturb Presenting in a Lync cnference call (Lync meeting with audi) and shuldn t be interrupted. nt t be disturbed; will see IM requests nly if sent by Wrkgrup members. giving a presentatin and therefre nt t be disturbed. Autmatic. User-selected. Offline nt signed in. Autmatic. Unknwn presence can t be detected. Autmatic when user is presenting frm Lync-enabled cmputer. IMs are blcked. Status may appear t cntacts nt using Lync IM. Find a previus IM cnversatin If yu use Outlk and Exchange, Lync autmatically saves yur IM cnversatin histry. T view r cntinue a previus IM cnversatin r see an IM request yu missed: 1. Near the tp f the Lync main windw, click the Cnversatins tab. 2. Click All r Missed, depending n what yu re lking fr. If yu dn t see the cnversatin yu re lking fr, click View Mre in Outlk, at the bttm f the list. 3. Duble-click the cnversatin that yu want t view r resume. T change yur presence, in the Lync main windw, click the arrw next t yur status, and then select a status frm the list, such as D Nt Disturb Micrsft Crpratin. All rights reserved.

3 Sharing and Cllabratin With Lync yu can start cllabrating withut having t schedule a meeting. Yu can start an imprmptu meeting, share a PwerPint presentatin, cllabrate n a whitebard, r share yur screen frm within an IM cnversatin. Share a PwerPint presentatin 1. Duble-click a cntact s name t start an IM sessin. 2. Pause n the present (mnitr) buttn. 3. On the Present tab, click PwerPint, and uplad the file in the IM. 4. D any f the fllwing: T mve the slides, click Thumbnails, then click the slide yu want t shw, r use the arrws at the bttm f the meeting windw. Share yur desktp r a prgram 1. Duble-click a cntact s name t start an IM sessin. 2. Pause n the present (mnitr) buttn, and n the Present tab: Click Desktp t shw all the cntent f yur desktp. Click Prgram, and duble-click the prgram yu want. A sharing tlbar appears at the tp f the screen and yu'll be ntified that yu re sharing. 3. T end the sharing sessin, click Stp Sharing n the tlbar. *Nte: audi and vide are nt currently supprted in the CmpleteClud system VDI system. T see yur presenter ntes, click Ntes. T use highlights, the laser pinter, and ther anntatin tls, click the Anntatins buttn n the upper-right side f the slide. Anntating desn t change the actual file, althugh, yu can save an anntated cpy, if yu want. T prevent smene frm skipping ahead r using anntatins, in the meeting windw, click Mre Optins, click Lync Meeting Optins, and then select the permissins level fr the participant(s) Share a whitebard A whitebard is a blank area where yu can type ntes, draw, r imprt images that meeting participants can wrk n tgether. It s great fr brainstrming. In a cnversatin windw, pint t the present (mnitr) buttn, and, n the Present tab, click Whitebard. Use the anntatin tlset n the right side f the whitebard fr highlight, stamps, laser pinter, writing, drawing, and ther tls.

4 Transfer a file Use the file transfer ptin t send dcuments t yur cntacts in an IM. 1. Duble-click a cntact s name t pen an IM cnversatin. 2. Drag the file frm yur cmputer nt the cnversatin windw, r use the Attachments tab n the presentatin menu. Lync sends a file transfer invitatin t the recipient, and the file is sent if the invitatin is accepted. TIP Yu can als drag the file nt a cntact s name, which sends a ntificatin t the recipient t accept r decline the file transfer. Give cntrl f yur sharing sessin t ther peple Yu can let ther peple cntrl yur sharing sessin, cntribute infrmatin, change a dcument, r demnstrate an applicatin. 1. On the sharing bar at the tp f the screen, click Give Cntrl. 2. Click the name f a persn under Attendees t give them access, r click Give Cntrl Autmatically, t autmatically give access t anyne wh requests cntrl f yur desktp. Start a grup IM cnversatin Start a grup instant messaging (IM) cnversatin by selecting multiple cntacts r a cntact grup frm yur Cntact List. Yu can als turn a single IM cnversatin int a grup cnversatin. 1. Hld dwn the Ctrl key, and click each cntact that yu want t invite. 2. Right-click the selectin, and then click Send an IM. 3. Type yur message and then press Enter. 4. T add audi, click the Phne buttn. 5. T add vide, click the Camera buttn. 6. If yu re in a single IM sessin and want t add mre peple, pause n the Peple icn, and select Invite mre peple. Take back cntrl f a sharing sessin 1. T take back cntrl f yur desktp r prgram, click Give Cntrl again. 2. If Give Cntrl Autmatically is selected, click it t clear. T take back cntrl frm a persn, click Take Back Cntrl Micrsft Crpratin. All rights reserved.

5 Lync Meetings Schedule a Lync meeting Yu can schedule a Lync Meeting by using the Outlk add-in fr Lync, if yu use Outlk. T schedule a meeting with Outlk: 1. Open yur Outlk calendar, and n the Hme tab, click New Lync Meeting. 2. In the meeting request, add recipients, a subject, agenda, and date/time. The meeting request cntains the meeting link and, if yur accunt is cnfigured fr dial-in cnferencing, audi infrmatin that the participant can use t jin the meeting (currently the dial-in feature is nt cnfigured fr CmpleteClud.) Jin a Lync Meeting 1. D any f the fllwing: In the Lync main windw, abve the search bx, click the Meetings icn, and then, in the meeting listing, click Jin. In the meeting request, click Jin Lync meeting. In the meeting reminder, click Jin Online. If the meeting request includes call-in infrmatin, yu can call in t the meeting frm a phne. Manage participants In the meeting windw, pint t the peple buttn, and d any f the fllwing: T manage a participant, n the Participants tab, right-click the persn s name, and use the ptins t mute, unmute, remve, and s n. T manage all, n the Actins tab, click: Set meeting ptins Yu can custmize sme meeting ptins, including wh can access, present in, and share vide during an individual meeting, and whether instant messaging (IM) is enabled. The ptins yu can set vary depending n whether yu use Outlk. If yu use Outlk, set meeting ptins frm the meeting request fr a meeting yu set up. Open the meeting request, and n the Hme tab, click Meeting Optins, and then in Access and Presenter ptins and Audi and Phne ptins, chse the apprpriate selectins. If yu dn t use Outlk, yu can change sme ptins fr participants during a meeting yu re a presenter in. Invite Mre Peple t add participants. Mute Audience t eliminate backgrund nise. N Meeting IM t turn ff meeting IM N Attendee Vide t blck attendees frm starting their vide. Hide Names t hide the names n the pictures. Everyne an Attendee if yu have t many presenters. Invite by t send invitatins t additinal peple.

6 Recrd and playback the meeting Lync recrding captures audi, vide, IM, prgram sharing, PwerPint presentatins, and whitebards. 1. In the meeting windw, click Mre Optins, and then click Start Recrding. 2. Use the cntrls at the bttm f the meeting rm t pause, resume, r stp the recrding. After the recrding is stpped, Lync autmatically saves it in a frmat that plays in Windws Media Player and Zune. T play, rename, r delete a recrding, click Manage Recrdings n the Mre Optins menu, and click yur selectin. Yu can als click Brwse t g t the lcatin f the recrding and make a cpy f the file t pst n a shared lcatin fr thers t view. Select wh can dwnlad shared files In a scheduled meeting, while yu re presenting, yu can restrict wh can dwnlad a cpy f the file yu re sharing, if, fr example, the infrmatin isn t final r is cnfidential. 1. During a sharing sessin, pint t the present (mnitr) buttn, and then click the Manage Presentable Cntent buttn. TIP: Yu knw yu re sharing when yu see the Sharing bar at the tp f yur screen. 2. Click the Permissins menu, and then select ne f the fllwing: Organizer, t allw nly the persn wh set up the meeting t dwnlad the file. Presenter, t allw nly the peple wh the rganizer set up as presenters t dwnlad the file. Anyne, t allw all participants t dwnlad the file Micrsft Crpratin. All rights reserved.

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