1 HARLANDALE ISD LYNC BEST PRACTICES These are the basic user guidelines; including editing your profile, trouble shooting, and Outlook sync. We are using the full version of Lync 2013 which is a part of Office 2013 Professional Plus Suite. With this new Office roll out, users will be having Lync 2013 and Outlook 2013 in addition to the other standard Office Applications like Word, Excel, and PowerPoint. Once Office 2013 Pro Plus is deployed, it s supposed to replace (uninstall & re-install) Office Please keep in mind that we are hosting Lync Servers on premise; however, our Exchange servers are hosted outside of the District. What does this mean? Since Lync and Outlook work together closely; there are some features, tasks, processes, and databases shared. When Outlook and Lync is started, they try to establish a connection. Once the synchronization is completed, IM Presence and Contacts, etc. will be available for Lync and Outlook. There may be some features that are not available either for Lync or Outlook in terms of synchronizing. That is because we don t host Exchange (Outlook) on premise - it s connection based, just like Outlook Web Access. This limits some of the capabilities, for instance, adding/editing a profile picture to Outlook and Lync. Nonetheless, we managed to work around some of the issues, we will be informing everyone as we work on those issues. Find and add a contact In Lync, contacts are the online identities of the people you interact with most often. They re a key part of the Lync experience. One of the first things you ll want to do as you begin using Lync is to start building a list of contacts. In the search field on the Lync main window, type the name or address of the person you want to add. There may be some contacts that are not appearing when searching, that s because their LYNC accounts haven t been enabled yet. We are in process of discovering an efficient way of implementing pre-defined groups for each user (department, campus, etc.) In the meantime, users can build a list of contacts and adding them to groups. When the Contacts list appears, point at the picture (or picture display area) of the person, and click More Options.
2 Point to Add to Contact List and select a group for your new contact to belong to. Send an instant message (IM) To start an IM conversation: Locate the person you want to send an IM to, either through search or your Contacts list. Then do any one of the following: Double-click anywhere on their contact listing. Right-click their listing and click Send an IM. Pause on their picture in the Contacts list, and click the IM button on the Quick Lync menu. Alternatively, you can start an IM conversation from Outlook. Simply look for the IM icon displayed in Outlook. You can also drag your mouse on a contact (or right click) in Outlook to start an IM conversation. User s presence color appears as well.
3 Type your message in the text field at bottom of the window, and press Enter. Accept an IM request Click anywhere on the picture display area of the IM request pane. Set or change your presence Presence lets other people see at a glance whether you and your contacts are currently available. Presence statuses and their meanings are as follows:
4 To change your presence, in the Lync main window, click the arrow next to your status, and then select a status from the list, such as Do Not Disturb. Create a group You can set up a group for each team you work with so that you can see at a glance who is available at any given time or communicate with the entire team at once. To create a new group: 1. In the Lync main window, click the Add a Contact button 2. In the drop-down menu, click Create a New Group. 3. In the space that opens up at bottom of the window, type over the phrase New Group to give your group a name. Add audio, video, sharing, to an IM conversation You can quickly add audio, video, or a presentation to your IM conversation, and/or invite others to join the conversation, by selecting the appropriate button(s) at bottom of the conversation window: Switch between tabbed conversations If you have multiple conversations, chat sessions, or meetings going on at once, Lync displays them all in one place, which lets you toggle between them. Click any tab to bring that activity to the foreground. Find a previous IM conversation Lync automatically saves your IM conversation history. To view or continue a previous IM conversation or see an IM request you may have missed: 1. Click the Conversations tab (on the Lync main window above the Search box), then click All or Missed, depending on what you are looking for. 2. An Outlook window will open displaying a list of your IM conversations. Double-click the conversation that you want to
5 Check your audio device Before using Lync to make a call or join a conference, set up your audio device and check the quality. You can use your computer s mic and speakers, or plug in a headset. The newer HPs that have been deployed throughout the District (for the teachers and the administrative staff) come with a built in camera (monitor), mic and speakers. Click Select Your Primary Device in the lower-left corner of Lync. Click Audio Device Settings. Click the menu under Select the device you want to use for audio calls. If you have more than one audio device, pick the one you prefer. Under Customize your device, drag the slider to adjust the speakers and microphone. Click the green arrow next to the speaker to hear a sample tone. Adjust and test your microphone. The blue indicator helps you choose the appropriate level. If you have a handset, or desk phone, pick up the receiver and speak into it. If you have a headset, speak into the microphone.
6 Sharing and Collaboration With Lync you can start collaborating without having to schedule a meeting. You can start an impromptu meeting, share a PowerPoint presentation, collaborate on a whiteboard, or share your screen from within an IM conversation. Share your desktop or a program 1. Double-click a contact s name to start an IM session. 2. Pause on the present (monitor) button, and on the Present tab: Click Desktop to show all the content of your desktop. Click Program, and double-click the program you want. A sharing toolbar appears at the top of the screen and you'll be notified that you re sharing. 3. To add audio, click the Phone icon. 4. To add video, click the Camera icon. 5. To end the sharing session, click Stop Sharing on the toolbar. Give control of your sharing session to other people You can let other people control your sharing session, contribute information, change a document, or demonstrate an application. 1. On the sharing bar at the top of the screen, click Give Control. 2. Click the name of a person under Attendees to give them access, or click Give Control Automatically, to automatically give access to anyone who requests control of your desktop.
7 3. Click on last icon at the bottom of the chat window to invite more users to the session. Take back control of a sharing session 1. To take back control of your desktop or program, click Give Control again. 2. If Give Control Automatically is selected, click it to clear. To take back control from a person, click Take Back Control. Share a PowerPoint presentation 1. Double-click a contact s name to start an IM session. 2. Pause on the present (monitor) button. 3. On the Present tab, click PowerPoint, and upload the file in the IM. 4. To move the slides, click Thumbnails, then click the slide you want to show, or use the arrows at the bottom of the meeting room. 5. To see your presenter notes, click Notes. 6. Click the Annotations button on the upper-right side of the slide to open the toolbar, and use highlights, stamps, laser pointer, and so on.
8 Transfer a file Use the file transfer option to send documents to your contacts in an IM. 1. Double-click a contact s name to open an IM conversation. 2. Drag the file from your computer onto the conversation window, or use the Attachments tab on the presentation menu. Lync sends a file transfer invitation to the recipient, and the file is sent if the invitation is accepted. Note: Sending an executable file (exe) is restricted in the District. You also can not an executable file as an attachment. TIP You can also drag the file onto a contact s name, which sends a notification to the recipient to accept or decline the file transfer. Share a whiteboard A whiteboard is a blank page where you can type notes, draw, or import images that meeting participants can work on together. 1. In a conversation window, pause on the present (monitor) icon, and on the Present tab, click Whiteboard. 2. Use the annotation toolset on the right side of the whiteboard that includes items such as highlight, stamps, laser pointer, writing, and drawing tools. Lync integration with other Office applications Office 2013 Professional Plus allows applications integrate each other in basic platforms, for instance . When a user is logged in to his/her account in Outlook, the user s address will be registered to the other Office applications (Word, Excel, and PowerPoint) When you launch, for example Microsoft Word, you should see your address at the topright corner of the screen. Sending a Word Document as an attachment in Word. Click on FILE tab on the left-top corner of the screen.
9 On the next screen, click on SHARE tab on the left pane Click on under SHARE, and select Send as attachment under . Alternatively, the document can be sent via IM. In this case, just click on Send by Instant Message and search for the contact you want to send the document to, then click Send IM
10 When Outlook send message window opens up, simply type in the address you want to send the document to; alternatively you can click on TO icon to select the receiver. Your will be automatically saved to your default location unless you ve saved it prior. Sending a Word Document by Instant Message New Office Suite gives you the ability sending a word document (it can be an Excel Spreadsheet or PowerPoint presentation as well) easily using the Send Instant Message feature in Word. Unlikely feature, this time the document must be saved before you can send it by IM. Make sure you are logged in LYNC before try to send.
11 Go to FILE then click on SHARE. This time, select Send by Instant Message Next, type in the name who you want to send the document to the To: field. After a few letters are typed in, your choices are going to appear. You will also see the presence of the contact. You can add a subject and a message as well. Last, click on Send icon. Note: If the document is not saved before, it will prompt you to save it first. This window will appear on the receiver s side. Receiver simply click in the windows to start the transfer. The receiver will have an option to Accept, Save as, or Decline the document sent.
12 Basic troubleshooting and known issues for Lync When Lync launches for the first time, you may not be able to search contacts for a while; it could take anywhere between 15 minutes to 4 hours, depending on the network load. That is because your Lync profile is still being synchronized with the server, please be patient. 2. Every once in a while, especially when you launch Outlook 2013 along with Lync 2013, you may see an red exclamation point next to your conversations icon. This means your Lync profile is integrating with your Outlook profile or vice versa, give it sometime. If the red exclamation point does not disappear, sign out Lync and sign back in. If the situation still persists, create a ticket through Eduphoria. Sometimes you may want to use Lync 2013 without your Outlook 2013 is on. When only Lync 2013 is on, you will see an icon appears on the right bottom of the Lync interface. That icon appears only if Outlook 2013 is NOT started; meaning that Lync 2013 is trying to integrate Outlook If you click on the arrow then Outlook Integration Error, new windows will pop up with an error description on it. Once you start your Desktop Outlook client, the icon should disappear.
13 3. From time to time, your network connection could be dropped. In this case, either Outlook or Lync may ask you to reestablish the connection, a logon window pops up for authentication. Please remember to enter your password for Outlook 2013 and Windows logon password for the Lync Please enter Windows logon Password for LYNC Please enter OWA Password for Outlook Lync 2013 known issues provided by Microsoft 4. Lync in VDI: Can t turn-off receiving audio in stereo When participating in a Lync Room System meeting, you can t turn-off receiving stereo sound, which might result in partial loss of the meeting audio. Workaround: No workaround is available. But you can change the audio output on the local system's device by doing these steps: o Right click the speaker icon on taskbar. o Click Playback devices. o Select the stereo audio device, and then click Properties. o On the Advanced tab, change the default format from 2 channel to 1 channel. o Click Apply > OK.
14 5. Windows taskbar is displayed on top of the Lync conversation window when in full screen view When the conversation is in full screen view, the Windows taskbar might appear on top of the window and hide the control bar. So you can t get to the mode bar buttons to control the meeting. This issue can occur on Windows 7 or Windows 8. Workaround: You can exit full screen view by doing one of the following: o Press the Escape key. o Move the mouse to the top of the screen. o Click the Exit Full Screen View button to exit the full screen view. 6. Closing a conversation from the taskbar closes wrong conversation If multiple tab conversations are open and you use the Windows taskbar to close a non-selected tab conversation, the selected conversation gets closed instead. Workaround: You can close the conversation in the tab window by doing one of the following: Select the tab you want to close, and click the x in the top right corner of the window. When you are asked to close the current tab or all tabs, select to close the current tab. Click the x that appears when hovering over the tab in the tab list (left part of the tab window). 7. Can t minimize Lync window by clicking the Lync icon in Windows taskbar If the Lync main window is open and visible on the desktop, clicking the Lync icon in the Windows taskbar doesn t minimize the window. Workaround: To minimize the Lync main window when it is visible on the desktop, click the Minimize button in the title bar. 8. Unpinned contacts don t appear under the Favorites group The Show only pinned contacts option is turned on by default. So the system generated most frequently used contacts are hidden. Workaround: Right click the Favorites group, and then uncheck the Show only Favorite contacts box.
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