Lync This guide shows how to use Lync 2013, not install it.

Transcription

1 Lync 2013 This guide shows how to use Lync 2013, not install it. Microsoft Lync 2013 makes it easier to communicate with colleges, contacts, friends and customers. In Lync 2013, you can communicate with instant message, phone call or a video call. As long as there is internet connection, Lync 2013 can be used on your pc, phone and tablet (ipad, Samsung pad and so on. The app can be downloaded from the app-store); there are many options. To see how to log on, see page 3-5 in this document (the pictures will look differently on other units). Lync 2013 is one of the packages in the Office 2013 Professional Plus and has an integration with Outlook that makes you able to organize Lync meetings, conference- and video calls. 1

2 Contents Lync How to log on?... 3 Contacts... 6 Status... 7 Changing status IM or instant message Calling a contact Video Call Sharing screens

3 How to log on? To log on Lync 2013 you will have to have received a SIP-address (mail address). The SIP-address is something Doorway create when you order the product Lync in eadmin. This will normally be your normal mail address. If you are not certain of what your SIP-address is, you can follow these steps: Open Outlook, go to File, the mail address will be shown at the top under Account Information, see below for image. You can also call/send a mail to Support@doorway.no and ask what your SIP-address is. To log on do the following: Your login address is the same as the one in Outlook (see above). Insert your SIP-address in the «Sign-in address» field and click «Sign in». 3

4 Fill in the password, same as on the Terminal Server, webmail or SharePoint! After you have inserted your password, click Sign in. After you have pressed, «Sign in» there will come an error message which is shown above, click «ok». 4

5 After you have clicked «OK» on the error message, there will have come a new field where it says «User name:». This is where you write «Markedskraft\MKRXXX». Click on Sign In and you are ready to use Lync 2013! 5

6 Contacts In Lync, you can create contact lists and add the contacts to them, which makes it easier to organize your own view of the people in your organization. The easiest way to make a structure in Lync is to have for example one group of each department. Create a contact list It is a good idea to organize where your contacts are and where to find them; this is where contact groups comes in handy. The easiest is to create a group for each department if it is a large company. To make a contact group, do the following: Right-click on an existing group, for example «Favorites» and click «Create new group» shown below. Find people. To find a person in Lync you simply write in the person s name (This will only work if the person is already a part of your company!), or the SIP-address in the search-field. Add a contact After the contact has been found you can simply right-click on the contact and choose «Add to contact list» and choose which group you want to add the contact into. It is also possible to move the contacts around between groups by dragging the contact into the group you want it to be. Contact card To find the contact card of the contact, right-click on the contact and choose «See contact card» Removing a contact To remove a contact from a group you right-click on the contact and click «Remove from group» Moving a contact form one group to another can be done 2 different ways: 1. Drag the contact into the wanted group. 2. Right-click on the contact, hover over «move contact to» and choose which group the contact should be. 6

7 Status In Lync, you have the option of changing the status out of what you are currently working on. It is important to change the status because it shows if you are available for a chat/call. Below you will find the definitions of each status and the correct usage by design from Microsoft. Available: The contact is online and available for chat/calls Busy: In a meeting In a conference or conference call In a phone The contact is online, but are busy with another activity, which can be the following: In a phone, in a conference, conference call, a meeting busy working with something. Do not disturb The contact is online but does not want to be interrupted while working, by phones, messages or colleagues. The contact will not receive incoming calls or messages. 7

8 Away Off work Be right back The contact is online, but is not currently at their workstation, the reasons could be: The contact has been inactive on the computer for more than 15 minutes or more. Outlook has an active «Out of Office assistant» and is not at the office during this period. The contact is currently not available. The contact is not on work but online. Offline The contact is not online because of the following reasons: The contact has not logged on Lync. The contact has blocked the user from seeing them online. 8

9 Status unknown Lync cannot find the status to the contact. It is not possible to send messages or call to the contact which they have this status. If this status comes when you search for a contact, try adding the SIPaddress. Users who has not had Lync activated yet will have with this status. Blocked The user has blocked the contact. The contact will see the user as offline. 9

10 Changing status Changing the status in Lync actively helps colleagues to see if they can go to you or ask you about anything. The status will affect the profile picture and change the frames on the left side of the picture to another color. The color on the left side of the picture indicates which status they have. To change the status in Lync you simply click on the arrow to the right of the status or «Available» as shown below. 10

11 IM or instant message In Lync, you can send instant messages with your contacts easily by double-clicking on the contact. When you double-click on the contact, a new window will open up with the chat. Before you send a message to the contact, it is a good idea to check the status of the contact. The message will pop up in the lower right corner of the contact you are sending the message to and the contact can click on it to answer the message. To send a message to several contacts at the same time, you can hold down the «CTRL» button on your keyboard and click on the contacts you wish to send the message to, followed up by a right-click and «Send an IM», write in the message and press Enter. You could also add contacts to the conversation by dragging them into the window or go to the participant s button: and invite more people to the conversation. To close a conversation window you press the «X» up in the right corner of the conversation window. When you do this, you will leave the conversation and will not be receiving more messages in the conversation. The other contacts will remain in the group conversation until they also close the window. 11

12 Calling a contact Lync has many different functions, for example call/conference call, which makes it easier to be a part of a meeting without being physically at the location. To call a contact could be easier than sending an instant message, but it is not always an appropriate time or you do not need to call them. It is also possible to call external people, for example a person that used to work for the company. (This requires that the other person has Lync and you have the SIP-address). To call a contact, follow these steps: If the user already has Lync, you can search for the SIP-address they have and right click, call contact. If the contact is already in your contact list, right click on the contact followed by call. When you call a contact or there is an incoming call to you, it will pop up down in the right corner. You click on the phone symbol (shown below) to accept the call. 12

13 Video Call Lync supports video Calls, which makes it easier to have a meeting without physically being at the location. All you need is a video camera plugged into the pc. If you do not have a camera, the video call will not work for you or the contact. Most of the cameras have a program you need to start before they start recording, this has to start before the video call starts. To start a video call, follow these steps: Right click on the contact Click on Start a Video call The person you are calling will get a box down in the right corner, which looks like this: To accept the call, click in the blue field. 13

14 Sharing screens In Lync, you have the option of sharing screens with your contacts. This is a one-way sharing, which makes it easier to have a conference call. To share the screen, follow the steps below: Start with calling a contact. On the bottom of the communication window, you will have some functions as shown on the picture below. The first is instant message, the second is call, the third is video call, number four is sharing screens and the last one is inviting more people to the call. To share the screen, hold your mouse over, than you will get a couple of options as shown below. To choose for example the primary screen, choose Primary screen. The contact will get a message that you are trying to share our screen. 14

15 If you want to check which screen is your primary screen, you can right click on your desktop and choose Screen resolution. If the yellow field states This is currently your main display, this is your primary screen. For questions or technical help, contact, Doorway Support Mail: Phone: