Lync 2013 Guide for PC

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1 Lync 2013 Guide for PC Last Updated: May 28, 2013

2 Table of Contents Introduction... 3 Who Can I Talk To?... 3 Getting Started... 4 Install a Webcam... 4 Headsets and Speakerphones... 4 Install Lync... 5 Sign In to Lync... 6 Control Your Presence... 8 Find Your Colleagues... 9 Communication Modalities Instant Messaging Voice and Video Conferencing Content Sharing File Sharing OneNote Integration Mastering Meetings Scheduled Meetings Unscheduled Meetings Options for All Meetings People Menu Access and Presenter Settings Recording Meetings Lync Options Contact List Organization Contact Groups Display Options Contact Details The Contact Card View Conversation History University of Connecticut Page 2

3 Introduction The UConn School of Engineering and UITS have deployed the enterprise web conferencing platform Microsoft Lync. This software enables faculty, staff, and students to communicate in new and exciting ways, over a secure Internet connection from anywhere in the world. Faculty and staff are licensed to use the full Lync 2013 client, while students are able to use the free web based Lync Web App. You can instant message (IM) your colleagues over a safe and encrypted connection. The client software integrates with your account and Microsoft Outlook to enable you to easily control your privacy and overall experience. You can start a video chat with one or more of your colleagues for a quick face to face meeting without leaving your desk. You can share all or part of your desktop with your colleagues so that you can easily collaborate on a document, get help on a problem, etc. You can start or join web conferences with multiple attendees to collaborate on Microsoft Office documents, and more. You can invite colleagues outside of UConn or students to join your chats and video conferences via the free Lync Web App. You can communicate with colleagues in other institutions that also use Lync or other IM networks, such as Google Talk. You can access Lync from your office, on the road with your laptop, or anywhere else that you can get an Internet connection. Who Can I Talk To? A communication tool like Lync is only useful if the people you need to communicate with it are also using it. Table 1 below details how you can effectively use Lync for collaborating with your colleagues, students, and even people outside of UConn. Population Faculty and Staff Students Other Colleagues Can I Use Lync? All faculty and staff are licensed to use the full Lync client. Using the instructions on Page 8 you can find which of your colleagues are already using Lync. If they re not using Lync, ask them to join! Lync is a great tool for communicating with students. Students are not currently licensed to use the full Lync client, but they can use the free web based Lync Web App client to join meetings that you create. You can use the instructions on Page 14 to create a Meeting invitation that can be sent to your students. They can use the Lync Web App Guide to learn how to connect to your meetings. Anyone in the world can use the free Lync web based client, just like as described above for students. So, you can create meetings and invite your colleagues from other universities and companies. They can also use the Lync Web App Guide to learn how to get connected to your meetings. University of Connecticut Page 3

4 Federated Organizations Table 1 Many organizations around the world have also deployed the full Lync client for their employees. Through a process called federation, you may be able to use Lync to communicate with them, just as if they were on the UConn network. For a list of known universities that are using the Lync client, and allow federation, visit this web page: collaboration/ Getting Started Install a Webcam You can use the Lync software to exchange instant messages with no additional hardware requirements. If you'd like to participate in voice and/or video conferences, you will require a microphone and/or webcam. All laptop and desktop integrated webcams should be compatible with Lync. If you require an external webcam, the following products are recommended: Microsoft LifeCam Studio This webcam delivers 1080p HD quality and is available for about $50. You can download the installation software for this webcam here. Microsoft LifeCam Cinema This webcam delivers 720p HD quality and is available for about $40. You can dwnload the installation software for this webcam here. Logitech HD Pro Webcam C920 This webcam is compatible with both PCs and Macs, delivers 1080p HD quality, and is available for about $75. Polycom CX5000 HD This device is designed to sit in the middle of conference room tables and stream a 360 degree view of the room and its participants. Headsets and Speakerphones You can use your computer s microphone and speakers to have a Lync conversation. You can also use a headset or speakerphone to get better audio quality. Almost any headset will work, but there are some models that are designed for Lync. Microsoft LifeChat LX 6000 This headset with microphone is optimized for Lync and is available for about $30. Jabra Speak 410 MS This high quality portable speakerphone offers great audio quality, a portable design, and a convenience carrying case. It is available for about $100 from Amazon. Other options: o Jabra o Plantronics o Logitech o Microsoft A full list of Microsoft Lync certified products can be found here: us/lync/gg University of Connecticut Page 4

5 Install Lync The latest version of Lync, Lync 2013, is included by default in an installation of Microsoft Office If you do not have this version of office, you should use the instructions below for installation. 1. Download the installation file from the Lync web site and save it to a convenient location: 2. Close Outlook and any other open applications. 3. Launch the installation by double clicking on the downloaded file. On Windows Vista and newer, you may be prompted by the User Account Control (UAC) to give permission to the installer. Click Yes if you see the prompt in Error! Figure 1 Reference source not found.. 4. The installer will prompt you to confirm installation, click Yes, as shown in Error! Reference source not found.. 5. You can now open the Lync software by clicking on the Start button, selecting All Programs, and clicking Microsoft Office 2013, then Lync 2013 (see Error! Reference source not found.). 6. The first time that you launch Lync, a window will Figure 2 appear asking you to configure updates for Microsoft Office. Select Use recommended settings and click Accept. If you are again prompted by the User Account Control (UAC), click Yes. 7. If you are using a UConn owned, you should be automatically signed into Lync. Otherwise, use the instructions in the next section to learn how to login manually. Figure 3 University of Connecticut Page 5

6 Sign In to Lync On most UConn owned computers Lync should automatically login without you having to enter your username or password, and you can skip the directions below. The Lync software supports automatic sign in for computers joined to the following UConn domains: UITS, School of Engineering, School of Business, the University Libraries, and CHIP. If you are using a personally owned computer, or your computer is not joined to one of these UConn domains, you will have to manually sign in using the instructions below. Please refer to Table 2 for examples of sign in addresses and user names for your department. 1. When prompted for your Sign in address, enter your full address, such as (see Error! Reference source not found.). Then, click Sign In. 2. You will be prompted to enter your password (see Figure 5), then click Sign In. 3. You will be asked if you would like your sign in info to be saved in Lync. Choose the option that you are comfortable with. Figure 5 Figure 4 University of Connecticut Page 6

7 4. You will receive the error Can t sign in to Lync (See Figure 6). This is expected, click OK. 5. You will then be prompted to enter your User name. Enter your username in the form of Then, enter your password in the Password field and click Sign In. See Figure 7. See Table 2 for a reference on how to format your domain field. Figure 7 Figure 6 If your computer is managed by UITS School of Engineering School of Business University Libraries CHIP Table 2 Then your Sign in address format is Your UConn address, such as Your Engineering address, such as Your Business address, such as Your Library address, such as Your CHIP address, such as And your User name format is Your NetID, such as Your Engineering username, such as Your Business username, such as Your Library username, such as Your CHIP username, such as University of Connecticut Page 7

8 Control Your Presence Your presence indicates to others your real time availability by displaying one of a number of different colors next to your name. Lync automatically sets your presence based on your activity and your Microsoft Outlook calendar. For example, if you step away from your computer for a while, Lync will automatically change your presence to Away (yellow), indicating to others that you are not available for instant messaging, video, etc. Similarly, if your Outlook calendar indicates that you are in a meeting, Lync will automatically set your presence to Busy (red), so that people in your contact list know that you re unavailable. Table 3 below describes the different presence statuses that you will see. Presence Status Table 3 Description You are online and available to contact. You are in a Lync call, or, according to your Outlook Calendar, you are in a meeting, and you shouldn t be interrupted. You don t want to be disturbed and will see conversation notifications only if they are sent by someone in your Workgroup. You are stepping away from the computer for a few moments. You are not working and are not available to contact. You would like to appear as though you have been away from your computer for a period of time. You can manually change your presence by clicking on the availability menu under your name, and then selecting a different status, such as Busy, as shown in Figure 8. Figure 8 University of Connecticut Page 8

9 Find Your Colleagues Now that you re comfortable with controlling how others view your presence, it s time to find your colleagues in Lync and add them to your contact list. The easiest way to add your colleagues is to search for them in the search box, as shown in Error! Reference source not found.. Figure 9 Once you find your colleague you can add them to your contact list. To do so, hover over their picture to display a row of buttons called the Quick Lync menu. Select the ellipses icon at the end of the row, and then select either Add to Favorites or Add to Contacts List, as shown in Figure 10. Alternatively, you can right click on the person s name to display the same menu. Figure 10 University of Connecticut Page 9

10 Communication Modalities Instant Messaging The quickest way to communicate with your colleagues is through instant messaging. Instant messages are a text only communication method for fast and easy discussions. You may find yourself using instant messaging in place of s and phone conversations, because of these benefits: Instant messages are fast and easy Because of presence, you know if the person you are messaging is available, unlike s and phone calls. Instant messages don t have a quota like , so you never need to worry about how many you send or receive. To send an instant message, simply doubleclick on a person in your contact list, and an instant message window will be opened. Then just type a message to your colleague and hit Enter on your keyboard to send the message. You can use the icons on the right hand side of your conversation window to control your message font, and also to insert emoticons, as shown in Figure 11. You will learn how to use the other features of an instant message window in the following sections. Figure 11 Voice and Video Conferencing Some conversations are best had face to face, and Lync enables you to do so with your colleagues from anywhere in the world. If you already have a message window open, you can easily add voice and/or video to the conversation using the telephone and/or camera icons on the bottom of the conversation. You can also initiate a voice or video connection by right clicking on a person in your contact list, and selecting either Call or Start a Video Call. A Call works just the same as a telephone call. The person on the other end of the conversation can hear your voice, but cannot see you. A Video Call includes both voice and video, so that both parties can see and hear each other. University of Connecticut Page 10

11 If someone sends you a request to have a voice or video call, you will see a notification window appear in the bottom right corner of your desktop, near the clock, as shown in Error! Reference source not found.. Click on this notification to accept the call. When there are more than two users in a video conference, Lync automatically detects who is actively speaking and displays that person s video. In the section of this document on Conferencing, you will learn how to display multiple video streams at once. Figure 13 below shows many helpful controls that can be used during a video call. Figure 12 Figure 13 University of Connecticut Page 11

12 Changing Views Lync 2013 introduces the concept of having multiple ways to arrange the components of a meetings. Each attendee in a meeting can choose the view that they want to use. The default view is called Gallery View. In this view, up to five video streams will be displayed above any content that is being presented. Speaker View displays any content that is being displayed, along with the video stream of the person presenting that content. Presentation View displays only content, and no video stream. Compact View shows only a list of the meeting s attendees. You can change the view of your meeting by clicking on the second icon from the right on the bottom right of a meeting window, as shown in Figure 14. Figure 14 Content Sharing In addition to communicating with your colleagues over instant message and video calls, you can also easily share content from your computer through Lync. To share content, simply click on the present icon at the bottom of a conversation window, as seen in Figure 15. You can share the following kinds of content: Desktop This displays your entire desktop, and all running applications, to the other people in the conference. Monitors If you have multiple monitors on your computer, you will see the option to share the content of each monitor individually, rather than the Desktop option. Program Rather than share your entire desktop, you can share a specific program that is open, such as Internet Explorer or Outlook. PowerPoint Lync has special support for PowerPoint presentations. When you select this option, your PowerPoint file is uploaded to the Lync server so that it can be easily Figure 15 streamed to the participants of your conference. Once it is displayed, you can paginate through the presentation, as well as annotate directly on it, using the tools displayed in Figure 16Error! Reference source not found.. Whiteboard A whiteboard enables you and the other participants in a conference to do freehand drawings and note taking. Poll A poll enables you to send a question to all participants in a meeting, and easily collect their responses. University of Connecticut Page 12

13 Figure 16 After you have shared more than one piece of content, you can view a list of all past content by clicking on the present icon, then Manage Presentable Content, as shown in Figure 17. You can use this list to: Toggle back and forth between the content you are presenting. Manage permissions on who can see content. Save content locally, including with annotations. Figure 17 University of Connecticut Page 13

14 File Sharing You can easily share files with people through Lync. You can either drag and drop a file into a Lync conversation window or use the Attachments tab in the top of the presentation content window, as shown in Figure 18. Figure 18 OneNote Integration Lync 2013 introduces the concept of integrating the popular OneNote application into the Lync experience. Lync will automatically create a OneNote page on which you can take notes related to the meeting you are a part of. This OneNote page can be put on a shared drive and made accessible to all participants of a meeting. You can access this feature through the presentation content window, as shown in Figure 19. Figure 19 University of Connecticut Page 14

15 Mastering Meetings So far, all of the features that you have read about have been in the context of impromptu discussions. There is an additional concept of Meetings in Lync, which can be scheduled or unscheduled. Meetings use the same interface as impromptu discussions, but introduce a few additional features: Meeting Spaces Each Lync user has their own personal Meeting Space, which is identified by a unique URL. You can share this URL with anyone, and whenever they click on it, they are connected to your space. You can control who is allowed to automatically enter your space, versus who has to wait for admittance in the Lobby. You can also create unique Meeting Spaces URLs for meetings, which can have custom permissions for who can access them and present content. Content Persistence All scheduled Meetings shared the same meeting room URL. Each time you enter the Meeting Room, content from previous Meetings is still available, and will persist until deleted. You can also join the Meeting Room prior to the scheduled start time in order to pre stage content. Recording Meetings can be recorded through Lync, whereas impromptu conferences cannot. These recordings can be shared with other users directly, or even posted for download on a web site. Attendees In all of the examples we ve seen so far, every member of an impromptu Lync conference is able to present content, such as PowerPoint. In a Meeting, the Meeting organizer has the ability to control who can share content. People who can share content are called Presenters, and those who cannot are called Attendees. Scheduled Meetings Scheduled meetings are created through Outlook. This feature works best on Outlook 2013 and 2010, though 2007 will also work. To get started, open Outlook, and click on the New Items button on the Home toolbar and select Lync Meeting, as shown in Figure 20. You can then create the scheduled meeting with participants, a subject, etc. Figure 20 University of Connecticut Page 15

16 You can customize the settings of a meeting by clicking on the Meeting Options button on the toolbar while creating or viewing the meeting settings, as shown in Figure 21. You can also change these settings at any time during a meeting. Figure 21 There are permissions for every Meeting Space that control who can access the meeting, as well as who can present content. For your personal Meeting Space, the permissions are: These people don t have to wait in the lobby: People from my organization Who s a presenter?: People from my organization Both of these settings mean that any authenticated user of Lync, which would be all faculty and staff, can access your meeting and present content. If these are not the appropriate permissions for the meeting that you are scheduling, select A new meeting space (I control permissions), as shown in Figure 22. Figure 22 University of Connecticut Page 16

17 Table 4 and Table 5 describe what effect the different options have on your meeting. These people don t have to wait in the lobby Option Who Waits in the Lobby When to Choose This Option Only me, the meeting organizer Everyone You don t want people viewing your handouts or PowerPoint slides before the meeting. People I invite from my company Anyone from my organization Anyone (no restrictions) Table 4 Unauthenticated users, such as students using web based Lync, and authenticated users you did not invite. Unauthenticated users, such as students using web based Lync No one You are discussing something sensitive or confidential. You want to exclude unauthenticated users, but no one else. You are inviting unauthenticated users, such as students using webbased Lync. Who s a presenter? Option Who is a Presenter When to Choose This Option Only me, the meeting organizer Only the person who schedules the meeting. For presentations where the participants don t have to interact with the meeting content. You can designate additional presenters during the meeting. People I choose Anyone from my organization Anyone (no restrictions) Table 5 You and the participants you choose Everyone you invite who are authenticated users, such as faculty and staff. Everyone you invite For meetings where there will be multiple presenters and you know who they will be. You can always add additional presenters during the meeting. For meetings where all authenticated participants should be able to present content. For meetings where everyone should be allowed to present content, including unauthenticated users, such as students using web based Lync. After you decide on your meeting settings, click Send to deliver the meeting request to the participants. As the organizer of this meeting, you can access it at any time, not just during when it s scheduled. This allows you to pre stage the content you will be sharing during the meeting so that your participants do not have to wait while you do so. At the time of your meeting, you and the other participants can join by opening the meeting in Outlook and clicking on the link Join Lync Meeting. Alternatively, if you re using Outlook 2010 or newer, you can click on the Join Online button that will be displayed on the meeting reminder, as shown in Figure 23. University of Connecticut Page 17

18 Figure 23 When you join your meeting, you may see the Join Meeting Audio prompt displayed. Select Use Lync (full audio and video experience), select Don t show this again, and click OK, as shown in Figure 24. Figure 24 University of Connecticut Page 18

19 If at any time during your meeting there are people admitted to your lobby, you will see the notification displayed in Figure 25. Click on Admit to allow the participant to enter the meeting. Or, click on See Figure 25 Lobby to see more details about the participant, including their full name, as seen in Figure 26. You can also admit multiple participants with the Admit All option in the See Lobby view. Lastly, you can use the See Lobby view to deny participants entry into the meeting. Figure 26 University of Connecticut Page 19

20 Unscheduled Meetings Unscheduled meetings can be started at any time by using the Meet Now option found by clicking on the down arrow on the top right of the Lync interface, as shown in Figure 27. You may also receive the Meeting Audio prompt from Figure 24 when starting an unscheduled meeting. At first, your new meeting will have only one participant, yourself. This is a great time to prestage the content you would like to share with future participants, by using the present menu. Figure 27 Options for All Meetings People Menu The people menu can be accessed at any time during a meeting in order to invite additional people into the meeting, or to perform tasks related to the meeting participants. To access the People Menu, click on the people icon at the bottom of a Lync window, as shown in Figure 28. From this menu, click on the Invite More People button to invite other Lync users to your meeting. Or, click on the Actions tab to view more options. From the Actions tab, you can perform multiple functions. You can click Invite by to send an invitation to your meeting by to anyone who may not be in your contact list, such as students or colleagues at another university. All they need to do is click on the link in the message to join your meeting. Figure 28 University of Connecticut Page 20

21 Access and Presenter Settings This is also a great time to configure the Meeting access and Presenters settings for this meeting. Like a scheduled meeting, these settings control who can access your meeting, and then who can present content. To access these settings, click on the ellipses in the bottom right of the Lync meeting window, and select Lync Meeting Options, as shown in Figure 29. Figure 29 The default meeting options allow anyone to access your meeting, assuming they know the meeting URL, and anyone to present content. They also allow anyone to annotate on top of presentations. These settings may be appropriate for some meetings, and not others. If you would like to have a meeting where only you have control over the content that is displayed, such as a meeting with students, you can configure the settings as shown in Figure 30. You can also click on the Meeting Entry Info option in the ellipsis menu to display the link to your meeting, which you can distribute to others. Figure 30 University of Connecticut Page 21

22 Recording Meetings Anyone with Presenter status in a meeting can initiate recording. All recording is done on the local computer of the person who initiated it. Multiple people can record a meeting at once. To initiate a recording, click on the ellipses icon on the bottom right of the meeting window, and then click Start Recording, as shown in Figure 31. Figure 31 After you initiate recording, other users in the meeting will be notified, as shown in Figure 32Error! Reference source not found.. You can pause or stop the recording at any time using the icons on the Figure 32 bottom of the meeting window. When you stop the recording, you will see the notification shown in Figure 33. This is from the Lync Recording Manager. Double click on this icon to display a list of your recordings. From this window you can click Play to view your recording or click Browse to find the recording on your computer. Figure 33 University of Connecticut Page 22

23 Lync Options Contact List Organization Contact Groups Contact Groups can be used to organize the people you communicate with in Lync. By default, there are two contact groups: Favorites and Other Contacts. As you contact more and more people through Lync, you will start to have a large contact list. You can create additional contact groups to logically separate people by whatever criteria makes sense to you (department, status, etc.). To Figure 34 create a new contact group, click on the person icon in the top right of your contact list, and select Create a New Group, as shown in Figure 34. Enter a descriptive name for this new contact group. Once it is created, you can drag and drop contacts into it from other groups. You can also rearrange their display order dragging and dropping them above or below each other. Display Options There are a number of ways that you can change the way your contacts are displayed. The default display option is Groups. This shows your contacts using the contact groups discussed in the previous section. You can also display your contacts by Status, or Relationships. Status displays your contacts organized by their presence information, such as Online, Away, etc. Relationship displays your contacts according to their relationship to you, as you define it through the Lync client. To change someone s relationship level, right click on their name in the contact list and select one of the options under Change Privacy Relationship. To change your contact list to a different display option, click on one of the blue titles above your contact list, as shown in Figure 35. Contact Details You can change what details are displayed about each individual contact, such as their picture. To access these options, click on the person icon on the top right Figure 35 University of Connecticut Page 23

24 of your contact list, as shown in Figure 34, and select Display Options. You can choose various options, such as whether or not to display photos, and whether or not to use the Favorites group, as shown in Figure 36. Figure 36 University of Connecticut Page 24

25 The Contact Card Lync creates a contact card for each user, which is a small dialog window displaying a summary of contact information about that user. This dialog integrates with each of the Microsoft Office applications, so you ll start to see them while ing colleagues in Outlook, or collaborating on documents in Word. To view a user s contact card through the Lync client, hover your mouse over the contact s picture in your contact list to display the icons shown in Figure 37, then click on the right most icon. The contact card will be displayed for this user, as shown in Figure 38. The icons on the contact card can be used to initiate an , an instant message, etc. Figure 37 After installing Lync, you will notice that you will see the presence bubble next to names in other Microsoft Office applications. You can hover over these bubbles to open the user s contact card, and then use the contact card to initiate instant messages, etc. Figure 38 University of Connecticut Page 25

26 View Conversation History Lync stores a copy of all your instant messages on your computer. You can view this history by browsing to the Conversation History folder in Outlook or by clicking on the Lync icon shown below in Figure 39. This icon will display a notification if you have missed any calls. Figure 39 University of Connecticut Page 26

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