Presence & IM. Quick Reference Guide. Build your Contacts list. Getting started. What does your Presence status mean?

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1 Getting started Status Area: Update presence status, location, or add a message View Tabs: View your contacts, activity feed, conversation or phone Lync Options: View or edit Lync options Quick Reference Guide Microsoft Lync allows you to communicate with co-workers easily and effectively using your computer on the HA intranet or internet. It has features like instant messaging, audio / video calls, desktop sharing, and conferencing. Lync also allows you to see the status availability of your co-workers in real time. Build your Contacts list Add people to your Contacts list if you contact them often. 1 In the search box, type the person s name, phone or . 2 Right-click the person and do one of the following: Add person to a group by clicking Add to Contact list and click the group name. If you haven t created groups yet, click Add to New Group, and give the group a name. The person is notified they ve been added to your Contact list. Tag a contact to receive a pop-up notification when their availability changes. Right-click the contact and select Tag for Status Change Alerts. Presence & IM What does your Presence status mean? Let others know your availability. Available Busy You are online and available for contact You are busy but available for contact Show Menu Arrow: Access commands: Meet Now, Tools, Lync Help Audio Device Menu: Select audio device settings Do Not Disturb Be Right Back Inactive You don t want to be disturbed and will see conversation alerts only if they are sent by your Workgroup contacts You are away briefly and will return shortly Your computer has been idle for 5 minutes (default setting, cannot manually set) Call Forwarding: Select call forwarding options Sign into Lync You will be automatically signed into Lync when your computer starts. In the event you need to login manually: 1 From the Start menu, click Programs, click Microsoft Lync, and click Microsoft Lync Enter your sign-in address (Hawaiian Airlines ). 3 Click Sign In. Find the right person Type a person s name, phone or in the search box and results will appear below the search box. Point to the person s name or photo to display the contact card. From the contact card you can choose multiple ways to contact that person. Away Off Work Appear Away Offline Your computer has been idle for 10 minutes (default setting, cannot manually set) You are not available to contact Your status will display as Away You are not signed in * Out of Office Out of Office message will appear based on what was set in Outlook Use Lync in Microsoft Outlook Presence status and contact cards appear in Microsoft Outlook so you can easily connect with your colleagues. Send an Instant Message (IM) Start an IM session with a colleague for a quick response. 1 Do one of the following to send an IM: In your Contacts list, double-click a contact. Right-click a Contact or group name and click Send an Instant Message. Point to a person s name or picture and click the IM button when the contact card appears.

2 2 Type in the input area at the bottom of the message box and press Enter. Share a program Share an open program on your computer. 1 In the conversation window or meeting, click Share, and click Program. 2 In the Share Programs dialog box, click the program you want to share, and click Share. Receive an IM When someone sends you an IM, an alert appears in the lowerright corner of your computer screen. Do one of the following: To accept the invitation, click on Reply. Click Redirect for other response options. To decline the invitation, click Ignore. Start a group IM conversation Start a group IM conversation from the Contacts list: 1 Hold the Ctrl key and click the contacts you want to invite. 2 Right-click the last contact and click Send an Instant Message. 3 Type in the message input area and press Enter. Show or hide the stage When sharing a screen with your audience or viewing another user s screen, show and hide the viewing window (stage). 1 To see what is shared or what you are sharing, click Show Stage in the conversation window. 2 In the stage area click the Hide Stage button to return to normal view. Give control of your desktop to others When you start to share your desktop or a program, you re the only one in control. Allow others to use their mouse and keyboard to navigate and make changes on your computer. 1 On the sharing bar at the top of the shared screen, click Give Control. 2 Click Automatically accept control requests, or click the name of an individual under Attendees. Start a group conversation from an open conversation window: Click the People Options menu, click Invite by Name or Phone Number, and select the contacts. Or Select and drag a contact or group from your Contacts list into an open conversation window. Application Sharing During a Lync meeting or IM conversation, you can share your desktop or a program, give PowerPoint presentations, collaborate on a virtual whiteboard, or conduct a virtual poll. Share your desktop Allow other users to view your desktop. 1 In your Contacts list, double-click a contact. 2 In the conversation window, click Share, and click Desktop. Take back control To take back control of your desktop, monitor, or program: 1 Click Give Control drop down arrow. 2 If Automatically accept control requests is selected, click to clear it. To take back control from an individual, click Take Back Control. Request for control If you are invited to view another user s desktop or program, request control of their computer. 1 In the stage area, click the Request Control button in the top right corner. 2 When the user accepts your request, you will have control of their computer. 3 When you no longer want control of their computer click the Release Control button.

3 Stop sharing When you re sharing or presenting, a bar is shown at the top of the window stating You are sharing. To end a shared session or presentation, click Stop Sharing. Share a PowerPoint presentation Give a presentation during a Lync meeting or IM conversation: 1 In the conversation window, click the Share menu, and click PowerPoint Presentation. 2 In the Share PowerPoint dialog box, double-click the PowerPoint presentation you want to share. The other participants will be able to see your presentation. one question and up to seven possible choices. Only meeting presenters can create and manage polls. 1 In the meeting or conversation window, click the Share menu, and click New Poll. 2 In the Create a Poll dialog box, type your question, and two or more possible answers. Click OK. Your poll appears to everyone in the meeting with the words Polls are open at the bottom of the stage. When polling is complete, save the poll results by clicking Save poll at the bottom of the sharing stage, and click Close the poll. Enhance your IM conversations Add communication modes to your IM conversation. Create a whiteboard The whiteboard is a page for notes and drawings that everyone in the meeting can use together. 1 In the conversation or meeting window, click the Share menu, and click New Whiteboard. 2 To start writing or drawing on the whiteboard, use the annotation tools at the lower left of the whiteboard. Transfer a file File transfer allows files to be sent during a conversation or meeting. 1 From a folder or desktop, drag the file you want to send, and drop it into a conversation window. 2 When you drop the file, a file transfer invitation is sent to the recipient. You will receive notification when the transfer is complete or declined. Or Send files to an individual or group through the Attachments button located in the conversation window. 1 In a group conversation window, click the Add or view Attachments button to upload a file. 2 In the Attachments dialog box, click Add Attachments. 3 Select the file you want to add and click Open. 4 Click Close on the Attachments dialog box. Conduct a poll Polling allows you to quickly gather information or compile the preferences of meeting participants. A poll in Lync consists of Add voice or video in an open conversation window: To add voice, click Call. To add video, click Video. Invite others by clicking the arrow to the right of People Options, and select the contacts you want to invite. To share your desktop or a program, click the Share menu, and select your desktop, monitor, or a program to share. Conferencing Set your conferencing pin A pin is needed if you are a meeting presenter and are dialing in by phone or device. You will be prompted to change your pin every 90 days. 1 In the Lync main window, click the Show Menu arrow, click Tools, and click Dial-in Conferencing Settings. 2 A web browser will open. Under Personal Identification Number (PIN), click Sign In. 3 Enter your username (hawaiian_air\firstname_lastname) and your network password, and click Sign In. 4 On the Create New PIN page, click PIN or Change PIN, type a number that meets the pin requirements in the PIN text box, and retype your new pin in the Confirm PIN box. Schedule an Online Meeting Schedule Online Meetings (Genesys replacement) from Outlook. 1 Open Outlook Calendar. 2 On the Home tab, click New Online Meeting.

4 A new meeting request opens with Online Meeting link and dial-in information, to which you add recipients, a subject line, and other meeting details. Participants external to HA without Lync will be prompted to join the meeting using a Microsoft tool (recommended to use Lync Web App). Start your Online Meeting 1 In the Outlook invitation, click Join online meeting or the meeting link. 2 You will be prompted to select your meeting audio. Presenter can mute the audience by clicking on the People Options button and clicking Mute Audience. Start an unscheduled conference call Quickly start an Online Meeting or conference call with people inside or outside your organization. 1 In the Lync main window, click the arrow to the right of the Options button, and click Meet Now. 3 Use a conference phone by dialing the Join by Phone number in the Outlook invitation Follow the instructions to join. Join a scheduled Online Meeting In the Outlook meeting request, click Join online meeting or click the meeting link. 2 In the conversation window, do any of the following: Invite someone internally, click the People Options menu, click Invite by Name or Phone Number, and select a contact. Invite someone outside your company by , click People Options menu, and click Invite by . Drag and drop the contact from the Contacts list into the conversation or meeting window. Or do the following to start an unscheduled conference call: Join a call with dial-in conferencing Dial-in conferencing is an audio option for Online Meetings that allows participants, inside or outside your organization, to join the meeting audio using a phone. 1 Hold the Ctrl key and click contacts names to select multiple contacts. 2 Right-click the selected contacts, and click Start a Conference Call. 3 Select the number you wish to begin the call. 1 Dial the number in the Online Meeting invitation Enter the Conference ID and join the meeting. Controls available to presenter Presenter can make someone else a presenter by right clicking an individual s name and selecting Make a Presenter. Presenter can mute an individual by right clicking on individual s name and selecting Mute. Note: Additional information on Lync is available at HAPeople.com. Click on the Microsoft Lync icon for additional training resources.

5 Quick Reference Guide Click Redirect for other response options. Voice Place a voice call 1 Type a person s name, phone, or in the search box or locate a contact in your Contacts list. 2 Click the Call button. (Or click the arrow next to the Call button and click the number you want to call or add a new number). Use the call controls Click to mute the microphone Click to adjust the speaker volume Click to end the call Click to show the dial pad Click to switch the audio device Shows call duration and quality of the connectivity Click to put the call on hold Click to view call transferring options Use the dial pad Click Phone tab to access the dial pad The dial pad responds to mouse clicks and keystrokes Click Call or press Enter to dial number HA dialing plan Set audio preferences Click the bottom left corner of the Lync client to show the audio device menu Click to select your primary audio device Click to adjust speaker, microphone, and ringer volume Listen to your voic 1 Click the Phone icon in Lync. 2 Point to the contact and click the green arrow to listen to the message. All internal Lync to Lync calls are not long distance no matter what location call is originated from or made to. Use 5-digit dialing including 1-digit prefix by region followed by the last 4-digits of the HA number. HNL & KPK 5XXXX Neighbor Island 3XXXX North America 4XXXX International 6XXXX Enter a 10-digit number to make an external call. Enter country code + area code + phone number for international calls. Answer a call When a call alert appears on your screen, do one of the following: To answer the call, click the Phone icon. To send the call to voic , click Decline. Or 1 Pull up the sent to your Outlook inbox with the recording of the voice message. 2 Click the Play button to listen to the message. Or Listen to voic using a phone by dialing

6 Set voic options (change your pin) To set up voic , change greetings or change voic pin click Display voic options or dial by phone to Use one of the following options to change voic pin: To set your own voic pin, click Display voic options and select Change Greetings. To have a system generated pin sent to your 1 Click Display voic options and Set Up Voice Mail. 2 Enter your network login and password at prompt. 3 Click Reset my voic PIN. Forward a call or set simultaneous ring 1 Click Call Forwarding icon at the bottom of your Lync client. 2 Click Call-Forwarding Settings. 3 Specify phone numbers on the Call Forwarding tab in Options. 4 Click OK to update call forwarding settings. Call voic using a phone by dialing to change options. Transfer a call Transfer a call to another number. 1 Click the Transfer button. Display voic options icon Or 1 Click Call Forwarding icon. 2 Select one of the following options: Turn Off Call Forwarding Forward Calls To Simultaneously Ring Transfer button 2 Select available options. 3 Click Enter or OK. Conference others into the conversation 1 In the conversation window, click the People Options menu. 2 Click Invite by Name or Phone Number, click the contact you want to add, and click OK. Or Add video to a call If you have a webcam, you can choose to allow your contact to see you during your conversation. To add video to your IM conversation or audio call, click Video in the conversation window. If you accept someone s incoming video call, they won t see you until you add video from your side of the conversation. 3 Drag contacts from your Contacts list into the conversation window. Note: Additional information on Lync is available at HAPeople.com. Click on the Microsoft Lync icon for additional training resources.

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