Lync 2013 Web App Quick Reference Guide

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1 Lync Web App allows anyone without Lync on their computer to participate in Lync meetings. Lync Web App is a free web based version of the Lync 2013 client. It enables anyone not licensed to use Lync software (such as students and non Loyola attendees) to enjoy the full experience of a Lync meeting. It is also a way for those who may be licensed to use Lync software to join a Lync meeting from a computer without Lync installed on it. Best Practices 1. Mute your audio when you are not speaking. 2. Use headphones or a headset for the best audio and least amount of echo. 3. Use a wired network connection. Using a wireless connection may cause choppy audio and video. 4. Close unused applications and browser tabs. Lync Web App 2013 offers the following benefits: Instant Messaging Voice and Video Sharing Shared Content Viewing Screen Sharing (*Loyola users only) The first time Lync Web App is used, you will be asked to download plug-in software on your computer. The following user guide will show you how to use the Lync Web App to join and participate in a Lync meeting (including the one-time plug-in steps). Loyola University Maryland Technology Training Center x5600 1

2 Table of Contents System Requirements... 3 Join a Lync Meeting using Lync Web App... 3 Using Lync Web App... 6 Manage Audio... 6 Manage Video... 7 Share Screen... 7 Manage Meeting Participants... 7 Change View... 8 Options and Settings... 8 Loyola University Maryland Technology Training Center x5600 2

3 System Requirements In order to use all of the features of Lync Web App, you need to use a supported web-browser and the proper equipment. The following is a summary of recommended system components. For a more detailed look, please refer to: System Component Operating System Web Browser Hardware Bandwidth Minimum Requirement Windows 7 (32-bit or 64-bit) MAC OS X (32-bit or 64-bit) On Windows: Internet Explorer 8 or newer Firefox 12 or newer Chrome 18 or newer On MAC: Safari 5 or newer Firefox 12 or newer Chrome 18 or newer Web camera, microphone, speakers, headphones/headset if audio and video are to be shared (for best audio quality) A broadband connection such as a cable modem or DSL connection Join a Lync Meeting using Lync Web App 1. Prior to the meeting, you should receive an invitation that contains information about how to join the Lync meeting (see the example below). In the meeting request, click Join Lync Meeting (or click the associated URL if that is provided instead.) Loyola University Maryland Technology Training Center x5600 3

4 2. If you do not have Lync installed on your computer, you will see the following screen. Guests should click on Sign in here instead. 3. Type your name in the Guest text box. 4. Check the option to Install Lync Web App plug-in update. (You will only need to do this the first time you join a Lync call.) 5. Click Join the meeting. 6. Plug-in Installation: If this is the first time you are joining a Lync call from a device without Lync installed, you will be automatically prompted by your web browser to download the Lync Web App plug-in. Follow the instructions provided and download the plug-in to a convenient location on your computer, then run the installer by double clicking on it. The following screenshots are examples of what you might see: Loyola University Maryland Technology Training Center x5600 4

5 a. Click on Run if you see the following pop-up: b. After installation is complete, you will see the pop-up window below asking you to trust the plug in. Check the box for Always allow the plug in for this domain and click Allow. c. When running Lync Web App on Windows, you may receive a prompt to allow the program to communicate through your firewall. If you see this, click Allow Access. 7. After the plug-in is successfully loaded, you will see the following Virtual Lobby screen until a presenter admits you to the meeting. Loyola University Maryland Technology Training Center x5600 5

6 Using Lync Web App Once a presenter admits you to the meeting, you will then be able to participate in the Lync meeting. The following is an example of a Lync meeting, with the major components in the meeting window highlighted. The yellow speech bubbles provide a quick summary of the various functions available. You may view more information by hovering the mouse over each icon. List of Participants Shared Content Video/Picture Gallery Instant Message Window The section below provides additional details on the more commonly used features. Manage Audio 1. Mute/Unmute Click on the Audio button. 2. Change Audio Device Hover the mouse over the Audio button, click on a device to select it. Lync Web App will detect all sound capable devices plugged in to your machine and allow you to switch between them. Loyola University Maryland Technology Training Center x5600 6

7 Manage Video 1. Preview your video Hover the mouse over the video button. 2. Start your video Click on the Video button. 3. End your video Click on the Video button. Share Screen *Note: For now, guest users cannot share their screen. Only users who are logged into Lync Web App as Loyola users may share their screen. 1. Share your screen Hover the mouse over the Screen Sharing button and click on Desktop. 2. End your sharing session Click Stop Presenting on the toolbar displayed at the top of the screen. Manage Meeting Participants 1. View/hide participants Click on Participant button. 2. Invite more people From the Participant list area, click on Actions, then click on either: a. Invite by Phone Number, select country and enter phone number, then click Call. b. Invite by , copy and paste the meeting information into a new and send to the invitee. Loyola University Maryland Technology Training Center x5600 7

8 Change View 1. To change the layout of pictures and videos being shared, click on the Change View button. a. The Gallery View displays all the participant pictures and videos. With the new Gallery View, you automatically see everyone in the video conference. When video is not available, a speaker s picture will appear. The gallery controls enable you to see participants names and identify active speakers. The gallery shows the most relevant people in the meeting at all times by bringing the dominant speaker s video into focus to the standing (upper) row, and displaying the pictures of less active participants in the sitting (lower) row. b. The Speaker View displays the picture or video of the active speaker only. c. The Presentation View is only available during a sharing session and displays only the shared content. Options and Settings 1. To manage options or settings, click on the gearbox button, then click on Options. 2. To manage Audio options, click on Audio device. Lync Web App will detect all sound capable devices plugged in to your machine, however you may want to change the default audio device, if you have a preference or are having trouble with the current default device. a. To set up or change your default audio device, click on the drop-down menu, select the preferred device, then click OK. Loyola University Maryland Technology Training Center x5600 8

9 3. To manage Video options, click on Video device. If you have more than one video camera, you may change the video device on this screen. a. To change the camera you want to use, click on the drop-down menu, select the preferred camera, then click OK. b. To save your selections on the computer you are using, click on the General tab, and check the option for Remember me on this computer. Loyola University Maryland Technology Training Center x5600 9

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