Downloading and Connecting with Lync

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1 Downloading and Connecting with Lync Download Lync or put in a work order to have Lync Installed for you Click the Staff web link from the District website login to Microsoft Office 365 Under Lync, click on the blue link Install Lync Under Microsoft Lync choose Install. ***If you are not sure which version to install, please click the Which version? link and follow the instructions OR on Windows 7, click on the start button, right click on Computer, choose Properties and in the System area you can view the System Type. o When you first sign-in you may also have a Microsoft services sign-in assistance prompt to download and install. If you get this link, download and install to complete Lync login. Connecting with Lync Log in to Lync Your login credentials are used to connect in Lync Presence Status Are you available? Using the Presence Status features you can let others know if you are available to connect, your location, and what you re up to by clicking What s happing today? and leaving a note. Available: Online and available for contact Busy: In a Lync call/meeting, or busy according to your Outlook calendar Do Not Disturb: Don t want to be disturbed and will see alerts only if sent by workgroup contacts Be Right Back: Stepping away for a few minutes Off Work: Not working and not available for contact Appear Away: You re logged on, but Lync/computer has been idle or you have set it that way Reset Status: Sets status automatically based on Outlook calendar Adding Contacts In the Find a Contact search box, type in the last name, first name of the contact When that name appears, add the person to appropriate contact group by clicking on the + to the right of the name. It is best to organize your contacts for Lync meetings in groups. In the drop down menu click on Add to New Group and name the group to create the group for the first contact of each of your Lync groups. Those groups will then always display in the drop down menu. 1

2 Lync Conference Call Select contact(s). To select multiple people in your contact list at once hold down the Ctrl key as you click on the contacts that you will be calling. When all of your contacts are highlighted, right click on the contacts and choose Start a Conference Call. Click Lync OR click on the Lync Call icon to begin the call. A window will open for the call. Schedule an Online Meeting The Online Meeting Scheduler will install automatically in Outlook when you install Lync. On the Home tab, in Outlook, click New Items, scroll down to click Online Meetings. OR In the Outlook calendar, click on the New Online Meeting icon. Add your attendees, date and time You can add an agenda or any other information above or below the dotted lines. DO NOT change the meeting information between the dotted lines. Send the invitation. The invitation will appear on your calendar and the invitations will be sent to the attendees. Joining a Scheduled Lync Meeting Choose one of the options below in order to join a scheduled Lync meeting: 1. In the Outlook Invitation click Join Online Meeting. 2. Click the meeting link. 3. Copy and paste the link into a browser. Meet Now Start a meeting now Meet Now enables you to begin a meeting quickly. Start the meeting: Click the show menu arrow to the right of the Options button (same line as your name) Choose Meet Now Invite People: (In organization) Click the People Options menu, and Invite by Name and then select. (Outside organization) Click the People Options menu, and click Invite by . Then send an to those you wish to invite. (From your Contacts) Drag the contact(s) from your Contacts list into the conversation window. 2

3 Instant Messaging in Lync Send a message: Easy access to begin any type of call/conversation/share group in Lync. Double Click a Contact and the messaging window will appear. Type a message and click enter to send. o Customize the font and add emoticons with these icons Receive a message: A message alert will appear on your computer screen when you get an instant message. You will get an notification if you miss a conversation. (Accept and respond) Click the alert and respond (Redirect or decline) Click Redirect or click Ignore GROUP Instant Messaging: Select multiple contacts by holding down the Ctrl key and clicking on each contact that you want to invite. Right click the contacts, and click Send an Instant Message Type your message and select Enter to send to the recipients. o You can also select your group by going to the People Options menu. Click Invite by Name and then choose your contacts. You can add options to your Instant Messaging conversation/meeting at any time. IM Enhanced with LYNC Features: Enhance your conversation/meeting with audio, video, screen sharing (PowerPoint), adding attachments You can continue to add contacts to your conversation Click Call and Lync Call to add audio Click Video and Start a Video Call to use the webcam and add video Click Share to share your desktop, a program on your computer, PowerPoint whiteboard, or to take a poll. o We will look at each of these features more. 3

4 Sharing and Collaboration features Desktop Click Share and Desktop to Share your Desktop with others in your meeting/conversation. Program Click Share and then Program. In the Share Program window, you will see your open programs. Select the program you want to share, and then click Share. PowerPoint Click Share and PowerPoint Presentation. In the Share PowerPoint window, double-click to launch the presentation you want to present. When launched, the other participants will be able to view your presentation. Annotation tools are located in the lower left of the presentation. New Whiteboard Whiteboard is a blank note page that everyone in the meeting can use together. Click Share and New Whiteboard. Annotation tools for whiteboard notes and/or collaboration are available on the lower left of the whiteboard. New Polling The quick polling feature in Lync allows you to gather information from your group quickly. The Lync poll can only enables you to have one question, with up to seven possible response choices, at a time. You can have several polls throughout your session but only one at a time can appear to the participants. Only meeting presenters can create polls. Click Share and New Poll In the Create a Poll window, name your poll, type a question and include two to seven possible answer choices then click OK. After clicking OK Polls are Open and the poll will appear immediately. However, if someone else in the meeting is sharing at that time, you can choose to still share the poll immediately, which will end the sharing of that person, or you can save the poll for later. When polling is complete, you can Save Poll and the click Close the Poll. 4

5 Allowing Others to Control Your Desktop Participants can use their computer to make changes to and navigate through your presentation. Click the Give Control drop down on the sharing bar. This sharing bar will be at the top of your computer. Choose Automatically accept control requests, or choose one of your attendees that you would like to give control. Click the Give Control drop down also when you are ready to Take Back Control of your desktop. End your sharing by clicking Stop Sharing on the right side of the sharing bar. In the messaging window a message is displayed if you are sharing your screen and you can click the Preview button if you need to see the exact screen/stage that your participants are seeing. Sharing Files in Lync Attach or transfer a File Share a file with your participants. In the message/conversation window, click the Paper Clip (Send a File link) Browse to find your file. Select your file and click Open/Upload Transfer Drag and drop your file into the conversation window or onto a contact. Integration with Office 2010 Once installed on your computer, the add-in for Lync will appear under the Review tab in Office programs. If you are logged in to Lync you can share docs with other users while in Office programs. 1. Share Now Screen will be shared with your contact. 2. Send by IM The file will be sent as an attachment. 5

6 Recording your Session To get a recording of your Lync session: Click on the More Options double arrows On the drop down menu choose Start Recording To view your LYNC recordings or.wmv (Windows movie video) recordings, click on Manage Recordings If you are planning to do audio and/or video sessions, please test the equipment you will be using before your session. If you have any questions or need help with Lync, please contact the technology dept. 6

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