PolyU Staff Service. Lync Online. Setup and User Guide

Transcription

1 PolyU Staff Service Lync Online Setup and User Guide Version 1.0 Last Update: 6 May 2013 PolyU Staff ITS HelpCentre Support: ITS HelpCentre Support Hotline:

2 Table of Contents 1. Introduction... 3 A. Software requirements for Lync Online... 3 B. Hardware requirements for Lync Online... 4 C. Benefits of Using Lync Online Service... 5 D. Features of Lync Online Service Setup of Lync 2010 Service Usage Guide A. Sign In B. Set Status and Current Information C. Find a Contact D. Send an Instant Message E. Receive an Instant Message F. Personalize your Contact Info G. Build your Contact List H. Make an Appointment with Online Meeting Content I. Set Meeting Options J. Send your Online Meeting Invitation K. Join the Meeting L. Send Messages, Add Audio and Video M. Share your Desktop N. Stop Sharing O. Give Control of your Desktop to Others P. Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll Q. Show Stage R. Transfer a File an individual contact S. Attach a File to a Group Conversation T. Manage Files in Group Conversation U. Use Meet now *The following illustrations are based on Outlook Client 2007 and Windows Vista. PolyU Staff Service Lync Online Setup and User Guide 2/39

3 1. Introduction Microsoft Lync Online, one of the components of Microsoft Office 365 for Education, is a cloud based communications service that connects people in new ways, anytime, from virtually anywhere. Lync Online provides intuitive communications capabilities across presence, instant messaging, audio/video calling and a rich online meeting experience including PC-audio, video and web conferencing. Transform your interactions with colleagues, customers and partners from today s hitand-miss communication to a more collaborative, engaging, and effective experience. A. Software requirements for Lync Online Operating system Windows 7 (32-bit) Windows 7 (64-bit) Windows Vista with Service Pack 2 (32-bit) Windows Vista with Service Pack 2 (64-bit) Windows XP with Service Pack 3 (32-bit) Windows XP with Service Pack 2 (64 -bit) Windows Server 2008 and Windows Server 2008 R2 Mac OS X 10.5 or Mac OS X 10.6 Supported browsers Windows Internet Explorer 8 and later versions Firefox 3 and later versions Chrome 6 and later versions Internet Explorer 8 and later versions Firefox 3 and later versions Chrome 6 and later versions Internet Explorer 7 and later versions Firefox 3 and later versions Chrome 6 and later versions Internet Explorer 7 and 8 Firefox 5 Internet Explorer 7 and later versions Firefox 3 and later versions Chrome 6 and later versions Internet Explorer 7 and 8 Firefox 5 Internet Explorer 8 and later versions Firefox 3 and later versions Chrome 6 and later versions Firefox 3 and later versions Safari 4 and later versions PolyU Staff Service Lync Online Setup and User Guide 3/39

4 B. Hardware requirements for Lync Online System component Minimum requirement Operating system Windows 7 32-bit operating system. Windows Vista 32-bit operating system. Windows XP Professional with Service Pack 2 (SP2). Windows Installer 3.1 and Microsoft Core XML services (MSXML) 6.0 SP1 must be installed before deploying Lync Computer/processor Data and voice: 1 gigahertz (GHz) or higher processor; 2 GHz 32-bit or 64-bit processor recommended. For video: Dual Core 1.9 GHz or higher for VGA; Quad Core 2.0 GHz or higher for High Definition. For the Microsoft RoundTable conferencing device: 2 GHz or higher. Display resolution 1024x768 required Graphics hardware Support for Microsoft DirectX 9 application programming interface 128 MB of graphics memory (minimum) Microsoft Windows Display Driver Model driver Pixel Shader 2.0 in hardware 32 bits per pixel Memory Telephony Video source 1 GB of RAM (2 GB recommended). Microphone and speakers, headset with microphone, or equivalent device. USB 2.0 video camera or RoundTable device. Bandwidth requirements Data: 56 kbps (minimum); 56 kbps (high-quality). Voice: 50 kbps (minimum); 80 kbps (high-quality). Video: 50 kbps (minimum); 250 kbps for CIF, 600 kbps for VGA, 1.5 Mbps for High Definition (high-quality). RoundTable device: 50 kbps (minimum); 250 kbps (high-quality). The required and recommended bandwidth speeds are cumulative. For example, to use voice, webcam, and the RoundTable device, the minimum bandwidth would be =150 kbps. Other requirements* Microsoft Core XML services (MSXML) 6.0 SP1 must be installed before installing Lync Outlook 2010/Office Outlook 2007 and Exchange Server 2010/2007 or Exchange Online are required for Outlook interoperability options. For interoperability with Microsoft Office to work correctly, users may need to install an update to Outlook For details about the Outlook update, see Microsoft Knowledge Base article , "Description of the 2007 Office hotfix package" at Installation and updates Administrator privileges or, in Standard User mode, administrator credentials. *Microsoft Silverlight 4.0 is installed automatically during the Lync 2010 setup. PolyU Staff Service Lync Online Setup and User Guide 4/39

5 C. Benefits of Using Lync Online Service Lync Online is an enterprise-grade communication solution that can improve business efficiencies, increase productivity, and provide cost savings. Know whether others are available to communicate. Repeatedly attempting to reach each other by phone or is a common communication problem in today s business world. Often the problem stems from workers who are physically separated by geography and time zones and who lack visibility into other people's availability or presence. Presence information is especially important when there is a need for a critical business discussion or a time-sensitive decision has to be made. Lync Online helps organizations increase individual productivity by adding presence, IM, and PC-to-PC audio and video calling to the business IT infrastructure. Presence and click-to-communicate from Microsoft Office Outlook. Collaborating with others can be challenging for workers whose jobs require constant use of business productivity applications during the work day. Lync Online connects presence and real-time collaboration capabilities with the Microsoft Office Outlook messaging and collaboration client. This enables higher productivity by allowing workers to collaborate using the programs they re already familiar with. Connect with people and be more productive through a rich and immersive online meeting experience. Online meetings enable users to connect wherever they are through PC-based audio, video, and web conferencing, both as scheduled meetings and spontaneous, ad hoc collaboration sessions. With Lync Online, users can collaborate, share information, and coordinate their efforts in real time, all within the context of an existing workflow. Lync Online supports an integrated conferencing experience, enabling users to join the same conference from the PC (via the Microsoft Lync 2010 client) or from a phone (requires a separate dial-in audio conferencing service from a qualified partner). Collaborate within SharePoint sites. Lync Online serves as the presence engine for SharePoint team sites and portals, providing presence and IM access from within Windows SharePoint Services and SharePoint Server sites. For example, users can enable the Members Web Part to see the presence of anyone associated with a SharePoint site, which allows information workers to spend more productive time in their business productivity applications. Communicate with other organizations running Lync. The federation feature of Lync Online establishes trusted relationships between an organization and one or more external organizations. This allows users to see user presence and communicate using IM and PC-based audio and video across organizational boundaries. Communicate with Windows Live Messenger contacts. Lync Online enables your users to connect with Windows Live Messenger contacts using IM, audio and video calls directly from Lync. Reduce costs. Lync Online facilitates rich and engaging communications across and outside an organization without expensive business travel or costly phone bills. The Lync Online service allows organizations to focus IT resources on developing value instead of running IT infrastructure. Microsoft manages the risks and complexity of operational systems. PolyU Staff Service Lync Online Setup and User Guide 5/39

6 D. Features of Lync Online Service 1. Microsoft Lync 2010 Client To access and use the Lync Online service, end users require Microsoft Lync 2010, the desktop client for Lync Online. Currently, Lync 2010 is available via the Outlook WebApp of Staff service. 2. Lync Mobile Clients Microsoft Lync 2010 mobile clients enable mobile devices to function as unified communications (UC) endpoints, providing instant messaging (IM), contacts and presence features to create a familiar client experience for users of Lync Instant Messaging Instant messaging (IM) is the ability to transfer text messages in real time over an Internet Protocol (IP) network such as the Internet or an organization's corporate network. IM text is encrypted for enhanced security. 4. Presence Presence is the ability to detect another user s availability. Using Lync Online, users can display their presence status for example, Available, Away, Do Not Disturb, or Offline to let others know their availability for consultation. To easily monitor the presence information of another user, users can add other users to their contact list (max. 250 entries), and can organize and group these contacts in different ways (by department, for example). Users may also search their company s address book to find other users which means it is not necessary to add someone to the contact list in order to detect presence or send an instant message. 5. Presence with Office Outlook and Other Office Applications Lync Online can embed presence with Microsoft Office 2007 or Office Users can instantly find and communicate with people from within Office Outlook. This connection occurs wherever the user sees a colored presence indicator that represents a person s presence status. The user can then click the presence icon and initiate a communications using Lync 2010 and the interactive Office 2010 contact card. This feature is called click-to-communicate. 6. Presence with SharePoint Online Lync Online embeds presence in SharePoint Online sites using the same presence indicator that is displayed in the Lync 2010 client. SharePoint users can view presence and initiate Lync communications functions (for example, send an instant message) directly from a SharePoint site, making collaboration easy and intuitive. 7. Presence with Exchange Online Lync Online connects presence information with Exchange Online. This includes presence status updates based on Exchange calendar information, IM and presence in Outlook Web Apps, out-of-office messages in Lync 2010, and presence status and click-to-communicate in from Outlook. Note: Presence in Outlook is available only for users who have the Lync 2010 desktop client installed and properly configured. PolyU Staff Service Lync Online Setup and User Guide 6/39

7 8. Lync-to-Lync Audio and Video Calls Using Lync 2010, Lync Online users can make 1-to-1 computer-based audio and video calls to other Lync users using a PC and a web camera. Conversation quality may vary depending on customer network performance. For the best experience, use a device that is optimized for Lync A Lync Online user can initiate Lync-to-Lync audio and video calls with another user in the same Lync Online organization (within or outside the corporate firewall) or with another Lync user in a Lync federated domain (as long as the two Lync domains are properly configured, supported, and permitted for federation). 9. File Transfer The Lync Online service provides peer-to-peer file transfer capability so users can transfer large files as part of a Lync session without using and clogging mail boxes. 10. Distribution Lists Using Lync 2010, Lync Online users can add distribution lists to their Contact Lists. Instant messages may be sent to individual members of a distribution list or the entire distribution list. Distribution lists can be expanded to see the individual members of such lists. Notes: Distribution list expansion is allowed only for distribution lists with 100 or fewer individual members (regardless of the members presence or sign-in status). Distribution lists with more than 100 members are allowed but these distribution lists may not be expanded to display individual members of the list. A distribution list counts as one contact against the 250 contact limit per user, regardless of the number of individual members within the distribution list. 11. IM Security Microsoft has extensive experience in designing and operating a highly available instant messaging solution. One key component is the Intelligent Instant Message Filter (IIMF) built into Lync Online, which helps protect both the customer network and the Microsoft managed network against the spread of the most common viruses and spam. Subscribers to Lync Online benefit from an IIMF design that is built upon years of operating scalable, global IM systems, which can help to protect users from malicious content and links transmitted using IM. 12. Online Meetings Lync Online meetings enable users to connect from virtually anywhere through PC-based audio, video, and web conferencing both as scheduled meetings and as ad-hoc collaboration sessions. With Lync Online, users can collaborate, share information, and work together in real time, all within context. Lync Online supports an integrated conferencing experience with a maximum meeting capacity of 250 users. 13. Lync Multiparty Audio Lync Online provides for Lync-based, multiparty (three or more users) audio conferencing capabilities. Lync multiparty audio provides users with an adaptive audio codec for optimal performance under varying bandwidth conditions, visual call and roster controls, network quality indicator, and powerful user management features (for example, drag-and-drop a participant name to add her to a meeting). PolyU Staff Service Lync Online Setup and User Guide 7/39

8 14. Lync Multiparty Video In addition to audio, Lync Online enables users to connect via high quality video sessions. Both person-to-person and multiparty (three or more users) sessions are supported. Active speaker video is only available for multiparty sessions. With Lync Online, users can easily schedule an online meeting with video or seamlessly escalate an IM session to a video call. Note: Lync Online does not support interoperability with third-party, room-based conferencing systems. 15. Content Sharing (Web Conferencing) In addition to video and audio, Lync Online provides powerful PC-to-PC and multiparty data sharing capabilities including desktop sharing, application sharing, PowerPoint presentation (via uploading for more control), virtual whiteboard, annotations and polling tool. 16. Ad-hoc Meetings Users can start or join an ad-hoc Lync meeting easily with just a few clicks in Lync 2010 or right from Office applications. Lync Online enables users to escalate simple instant messaging conversations or conversations to PC-based, multiparty audio and video meetings with shared desktops, applications, and documents. 17. Scheduled Meetings from Outlook The Lync 2010 desktop client includes an Outlook plug-in that provides users with single-click scheduling of online meetings in Outlook. Participants can join with a single click from the Outlook reminder, or via the Outlook meeting itself. Organizers can easily set up meetings using predefined conference properties or can set meeting types and admission policies for specific needs. Details (such as meeting time, location, and attendees) follow the familiar Outlook template, and conference call-specific information (such as dial-in number and meeting passcode) are automatically populated (access phone numbers require third-party dial-in audio conferencing service). 18. Scheduled Meetings with Lync Web Scheduler Lync Web Scheduler provides a web-based way to schedule an online meeting. It provides a browser-based conference management experience that includes operations such as the following: Scheduling a new online Lync meeting List of existing meetings that the user has organized Viewing and modifying details of an existing meeting Deleting an existing meeting Sending invitations Joining an existing meeting 19. Lync Web App Client Attendees and presenters can participate in Lync Online meetings via leading web browsers using the Microsoft Lync Web App. The web client experience enables IM in meetings, highfidelity desktop, application and presentation viewing, desktop sharing, whiteboard, lobby, and presenter access controls. In addition, the web client supports phone dial-out after joining the meeting, which requires a third-party dial-in audio conferencing service. PolyU Staff Service Lync Online Setup and User Guide 8/39

9 2. Setup of Lync 2010 Service 1. Go to and then click Staff Login 2. Enter your NetID and NetPassword and then click Sign In 3. After logging to the Staff system, click Home then click Install Lync PolyU Staff Service Lync Online Setup and User Guide 9/39

10 4. Select your preferred Language, an appropriate version based on your Windows version and then click Install to save the file - LyncSetup.exe. It takes about several minutes to download the file Double-click the file to run Optional a. If the following message is popped-up at the bottom of your internet browser, Click Run to save and install immediately; OR Click Save to save the file and run it manually afterward b. If a confirmation message is popped up about the installation such as shown, click Yes/Continue to confirm. PolyU Staff Service Lync Online Setup and User Guide 10/39

11 6. Click Install Wait for a minute for the setup 7. Click Close PolyU Staff Service Lync Online Setup and User Guide 11/39

12 8. An interface for signing in would be displayed automatically. If the interface is not displayed, you may Click Start > Microsoft Lync 2010; OR Click Start > All Programs > Microsoft Lync > Microsoft Lync Note: the Start button is at the left-bottom corner of your screen PolyU Staff Service Lync Online Setup and User Guide 12/39

13 9. On the interface for signing in, enter your staff as Sign-in address then sign in by Clicking Sign In; OR Clicking your status beside Sign in as PolyU Staff Service Lync Online Setup and User Guide 13/39

14 10. (Optional) To run Lync 2010, an additional software msoidcli.msi is required. If your system is missing the required software, it should ask you to download (before you sign in) in order to complete the installation process. Click Download and install now? to download and install it. 11. After completing the installation, enter your and NetPassword and then click Sign In 12. After signing in successfully, the interface of Lync will be displayed and your status in Lync will be shown at the bottom-right corner of your screen. PolyU Staff Service Lync Online Setup and User Guide 14/39

15 13. You may sign out by Clicking your status (e.g. Available) on Lync interface and select Sign Out; OR Clicking your Lync status at the bottom-right corner of your screen and then select Sign Out PolyU Staff Service Lync Online Setup and User Guide 15/39

16 3. Usage Guide Lync 2010 automatically sets your status based on your activity on Outlook calendar. You can also manually update your status. A. Sign In 1. Start the Lync application Click Start > Microsoft Lync 2010; OR Click Start > All Programs > Microsoft Lync > Microsoft Lync PolyU Staff Service Lync Online Setup and User Guide 16/39

17 2. On the interface for signing in, enter your staff as Sign-in address then sign in by Clicking Sign In; OR Clicking your status beside Sign in as PolyU Staff Service Lync Online Setup and User Guide 17/39

18 3. Enter NetPassword and then click Sign In PolyU Staff Service Lync Online Setup and User Guide 18/39

19 B. Set Status and Current Information You could edit your status and current information as shown in the illustration below on the main interface of Lync. Click to edit your personal message Click to customize your photo Click to edit your current location 11 Settings Your name [Department] Click to edit your status Select one of the options; OR Enter a name/ to search a contact Your contact list in Lync Click Reset Status to set your status automatically based on the activity on your Outlook calendar. The following table lists the meaning of each status. Available Busy Do not disturb Be right back Away Off Work Offline You are online and available for contact. You are in a Lync phone call or, according to your Outlook calendar, you are in a meeting. 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 15 minutes, by default). You are not working and are not available to contact. You are not signed in. If you have blocked individuals from seeing your presence, you ll always appear offline to them. PolyU Staff Service Lync Online Setup and User Guide 19/39

20 C. Find a Contact 1. Enter name/ of staff you want to find in Find a contact 2. Lync will search through your personal contacts and global address book in Outlook. The searching result will be shown immediately on the list below Find a contact D. Send an Instant Message 1. Double-click a contact on the list (see Find a Contact or Build your Contact List). A conversation will be popped up. 2. Edit your message. You may change the font color, type and size, and add emoticons. 3. Press [Enter] key on keyboard. 2. Edit your message 1. Double-click on a contact 3. Press [Enter] PolyU Staff Service Lync Online Setup and User Guide 20/39

21 E. Receive an Instant Message When someone sends you an instant message, an instant message alert appears in the bottom-right corner of your screen. You choose one of the options shown as follow: To accept the invitation, click the message To redirect the invitation, click Redirect > Set to Do Not Disturb. To decline the invitation, click Ignore. PolyU Staff Service Lync Online Setup and User Guide 21/39

22 F. Personalize your Contact Info You can personalize your contact and status. For example, you can add your mobile phone number and make it available to closed contacts only. 1. Click Options 2. Click Phones on the left panel of the Lync Options, then click Mobile Phone 3. Enter your phone number in Phone number, and then click OK. PolyU Staff Service Lync Online Setup and User Guide 22/39

23 4. (Optional) Click OK, if the following confirmation message is popped-up. 5. Select Include in my contact card check box, and then click OK. 6. To let certain people see your personal numbers: in the Contacts list, right-click the contact's name, click Change Privacy Relationship, and then click Friends and Family or Workgroup. PolyU Staff Service Lync Online Setup and User Guide 23/39

24 G. Build your Contact List You could add some people to your contact list if you would contact them often or you want to keep track of them. After searching (see Find a Contact), you could either Pin to Frequent Contacts, Add to New Group or add to existing group if any. 1. Click on of the targeted contact and select your preference from the menu. If you would contact them often, click Pin to Frequent Contacts. If you have not created any groups yet, click Add to New Group to name a new group and add the selected contact to the new group. If some groups are created, you could add the contact by directly select the existing group in the list. PolyU Staff Service Lync Online Setup and User Guide 24/39

25 H. Make an Appointment with Online Meeting Content The Online Meeting Add-in for Microsoft Outlook is installed automatically when Microsoft Lync 2010 was installed. Choose one of the following options to schedule an online meeting: Click File > New > Online Meeting; OR Click New > Online Meeting; OR Click Online Meeting in an Appointment The link for joining the online meeting will be then shown in the message content. PolyU Staff Service Lync Online Setup and User Guide 25/39

26 I. Set Meeting Options You may customize Access and Presenters Options of the Online Meeting appointment. 1. Click Meeting Options under Online Meeting group on an Appointment 2. Click Access and Presenters on the left panel of the Online Meeting Options. You may select your preference about access and presenters. 3. For example, click the last option People I choose under Presenters group 4. Click Mange presenters. You could add Presenters from Attendees. The attendees list is formed by the recipients of the appointment. Click OK to confirm the changes after setting. PolyU Staff Service Lync Online Setup and User Guide 26/39

27 J. Send your Online Meeting Invitation Click Send in the Appointment to send your invitation after making an appointment (see Make an Appointment with Online Meeting Content). The appointment will be added on your calendar and the invitations will be sent. Make sure that you have set the date and time of the appointment before sending. K. Join the Meeting The recipients will receive the online meeting invitation you made (see Send your Online Meeting Invitation). In the invitation, there are four options: Accept, Tentative, Decline and Propose New Time. The recipients may click one of them to reply to the sender. PolyU Staff Service Lync Online Setup and User Guide 27/39

28 To join a meeting, choose one of the following methods: Click Join online meeting or the meeting link in the invitation Click Join Online in the Outlook reminder. The remainder will be popped-up automatically if reminder of the appointment is set. You could choose your preference and then click OK in Join Meeting Audio. When you are joining the online meeting, a conversation is shown as below. To send instant messages, add audio (phone call) or add video, please see Send Messages, Add Audio and Video. PolyU Staff Service Lync Online Setup and User Guide 28/39

29 L. Send Messages, Add Audio and Video You may add different communication modes to your IM conversation. For example, you can start an instant message (IM) conversation with a single contact and then add audio and video. You may share multiple documents/slides/programs which are running by sharing your desktop (see Share your Desktop); or attach files (see Attach a File to a Group Conversation). Click IM to edit your message* with customized font size, color and emoticon Click Call to add a call/voice^ Click Video to add video* See Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll and Share your Desktop See Attach a File to a Group Conversation To invite more participants a. Click People Options b. Click Invite by Name or Phone Number c. Select a contact See Use Meet now *All conversation is saved in the conversations tab in Lync and in the Conversation History folder in Outlook. ^Microphone and speaker/headphone MUST be worked properly on your computer for making a call via Lync *Web camera, microphone and speaker/headphone MUST be worked properly on your computer for making a video call PolyU Staff Service Lync Online Setup and User Guide 29/39

30 M. Share your Desktop You could share your desktop (i.e. your screen) so that all conversation participants are able to see everything on your screen. In the following example, ITS Trainer is going to share his desktop to the participant - Training 22. Note: all conversation participants will be able to see everything on your screen. 1. You may click Share and then click Desktop Your Action 2. Participants click Accept sharing request, the desktop sharing session is established. Participants Actions N. Stop Sharing You may click Stop Sharing on the top task bar of your screen or conversation in the sharing session to stop sharing. PolyU Staff Service Lync Online Setup and User Guide 30/39

31 O. Give Control of your Desktop to Others After the desktop sharing session is established, you could Give Control to one of participants and Take Back Control anytime. Participants could Request Control actively. Your Action To give your desktop control to other, you may click Give Control and then select one of attendees (participants) to take the control of your desktop. Give Control Take Back Control Automatically Accept To take your desktop control back, you may click Give Control and then Take Back Control. To allow control to be taken automatically, you may click Give Control and then Automatically accepted control requests. Only one person can be in control at a time. PolyU Staff Service Lync Online Setup and User Guide 31/39

32 Participants Action Participant may click Request Control in the desktop sharing session to get the control. Request Control Participant may click Release Control (after clicking Request Control) to release the control. Release Control P. Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll Besides sharing desktop, you can share some running programs, PowerPoint Presentation, whiteboard and conduct a poll. To stop sharing, see Stop Sharing. Click Share and choose you options See Attach a File to a See Send Messages, Add Audio and Video PolyU Staff Service Lync Online Setup and User Guide 32/39

33 To share a particular running program such as Word document, a. Click Share > Program b. Select a program from Share Programs c. Click Share Note: all conversation participants will be able to see all the open windows of the program you chose. To share PowerPoint, a. Click Share > PowerPoint Presentation b. Select the PointPower file you would like to share from Share PowerPoint All participants may use the annotation tools provided on the tool bar at the left bottom corner to draw on the slide for sharing and save it afterward. At the right bottom corner, you may customize your view such as full screen. Click Stop Sharing at the right top corner to stop sharing. To share white board, click Share > New Whiteboard Similar to PowerPoint sharing, participants may use the annotation tools to insert picture, mark on the Whiteboard and save afterward. To resize the inserted picture, you click on the picture and then drag the small triangle shown at the right bottom corner of the picture. Click Stop Sharing at the right top corner to stop sharing. PolyU Staff Service Lync Online Setup and User Guide 33/39

34 To conduct a poll, a. Click Share > New Poll b. Enter information of the poll such as Question and Choices c. Click OK When the polling is started, a. Let participants vote b. You could view the result immediately When the polling is finished, a. You may click which not allow anyone to vote; To restart the polling, you may click to resume. b. You may save the result as png file after polling by clicking Save poll icon. In the sharing session, only one content (e.g. poll, whiteboard and PowerPoint) could be presented/shared at one time. You could switch to another content at any time for sharing. You may click on the sharing content list to switch to another content for sharing. You may manage each sharing content by right clicking on it or clicking the arrow to show the option. Note: If the sharing stage is missing, see Show Stage. PolyU Staff Service Lync Online Setup and User Guide 34/39

35 Q. Show Stage If the sharing stage beside the conversation is missing, it should be hidden. To show the stage, Click Share > Show Stage R. Transfer a File an individual contact Drag-and-drop is the simplest way to send a file. In this example, ITS Trainer sends a pdf file to Training 22 and Training22 accepts. ITS Trainer receives a message when the transfer is completed. Your Action 1. Drag a file from file explorer or your Desktop 2. Drop it into a conversation or a contact on your contact list. Participants Actions Click Accept to save the file at a default location; OR Click Save As and select a file location for saving the file; OR Click Decline You will receive notification when the transfer is completed or declined. Click the link to view the file. 1 PolyU Staff Service Lync Online Setup and User Guide 35/39

36 S. Attach a File to a Group Conversation You could share a file with multiple people in a group conversation, meeting, or conference call by drag-and-drop, similar to the section Transfer a File an individual contact, or by clicking Add or view Attachments. By drag-and-drop a. Drag a file from file explorer or your Desktop b. Drop it into the group conversation. c. The uploading progress of your attachments will be shown in Attachments. Note: If the file size of the attachment is not large, you could the shared attachment listed in Attachments. By clicking Add or view Attachments a. Click b. Click Add attachment in Attachments c. Select the file you want to share Note: The small number at the right bottom corner of the icon indicates the number of attachment attached. Note: You may click Add Attachment in Attachments to continue adding file for sharing. T. Manage Files in Group Conversation You could download and remove the shared files in group conversation. 1. Click 2. Attachments will be shown 3. Right click on an attachment (or click the arrow at the right of the attachment) 4. Click Save As to save and Remove to delete the file in the shared group PolyU Staff Service Lync Online Setup and User Guide 36/39

37 U. Use Meet now Beside scheduling an online meeting (see Make an Appointment with Online Meeting Content, Set Meeting Options, Send your Online Meeting Invitation and Join the Meeting), you can start a meeting or conference call immediately with people who are inside/outside your organization using the function Meet Now. 1. Click the small arrow at the right of Options, and then click Meet Now in Lync. 2. Select your preference and then click OK PolyU Staff Service Lync Online Setup and User Guide 37/39

38 3. In the conversation, you could, To invite someone INSIDE your organization, a. Click People Options b. Click Invite by Name or Phone Number c. Select a contact d. (Optional) Select multiple contacts by holding [Shift]/[Ctrl] key and click on particular contact e. Click OK f. Wait the attendees replies PolyU Staff Service Lync Online Setup and User Guide 38/39

39 To invite someone OUTSIDE your organization by , a. Click People Options b. Click Invite by Note: Invite by may be disabled if there are only you in the conversation. c. Click Copy All Information d. Paste it into your Outlook or other system to send the Add contacts to the meeting by drag-anddrop a. Drag a contact from contact list b. Drop it to the conversation PolyU Staff Service Lync Online Setup and User Guide 39/39