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1 Table of contents 1. Instant Messaging & Presence Page 3 2. Arkadin audio conference Page 6 3. Sharing and Collaboration Page Conferencing Page Voice and Video Page 20 HOSTED LYNC 2010 POWERED BY ARKADIN User Guide 2

2 QUICK START 1. INSTANT MESSAGING & PRESENCE FIRST 5 MINUTES: SIGN IN AND GET STARTED If you re already logged on to your organization s network, signing in is as easy as starting Microsoft Lync On the Start menu, click All Programs, click Microsoft Lync, and then click Microsoft Lync Click your presence status if you want to change it, or click Reset Status to let Lync 2010 set your status automatically based on your activity or Microsoft Outlook calendar. 3. Set a location to let people know where you are today. 4. Let them know what you re up to by clicking What s happening today? and typing a note. WHAT DOES YOUR PRESENCE STATE MEAN? Available Busy Do not disturb Be right back Away 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). 2. Click the button for the phone number, and then click OK. 3. Select the Include in my contact card check box, and then click OK. 4. To let certain people see your personal numbers: in your Contacts list, right-click the contact s name, click Change Privacy Relationship, and then click Friends and Family. CHANGE YOUR PHOTO SETTINGS You can decide whether you want to see your contacts photos. You can also change your own photo or choose not to show one. 1. Click the Options button, and then click Personal. 2. Under Display photo, to hide other people s photos, clear the Show photos of contacts check box. To change your photo, first upload the new photo to an unauthenticated website (such as Windows Live ). The file must be less than 30 KB in size. 1. Click the Options button, and then click My Picture. 2. Click Show a picture from a web address, type the web address including the file name, click Connect to Picture, and then click OK. FIND THE RIGHT PERSON Just start typing a person s name in the search box, and results will appear below the box. If you see who you re looking for, double-click the person s name to send an instant message. Off Work You are not working and are not available to contact. Offline You are not signed in. If you have blocked individuals from seeing your presence, you ll always appear offline to them. PERSONALIZE YOUR CONTACT INFO You can personalize your contact and presence information. For example, you can add your mobile phone number and make it available only to close contacts. 1. In the Lync main window, click the Options button, and then click Phones. If you re not sure you ve found the right person, the contact card gives more information and shows where the person fits into the organizational tree. To display the contact card, point to the person s picture. For a full version, click the down arrow in the lower right corner. Then, to see his or her organization, click the Organization tab. Options button 3 4

3 BUILD YOUR CONTACTS LIST Add people to your Contacts list if you ll be contacting them often or if you just want to keep track of them. 1. In the search box, type the person s name or address. 2. In the search results, right-click the person, and then do one of the following: If you ll be contacting them often, click Pin to Frequent Contacts. Add them to a group by clicking Add to Contact List and then clicking the group name. If you haven t created groups yet, click Add to New Group, and give the group a name. You can add more contacts to this group later. (Optional) To make sure you know when someone becomes available, right-click the contact s name, and then click Tag for Status Change Alerts. SEND AN INSTANT MESSAGE 1. In your Contacts list, double-click a contact. 2. Type a message in the message input area at the bottom of the message box, and then press Enter. 2. ARKADIN AUDIO CONFERENCE INSTALL THE AUDIO ADD-ON FOR LYNC To help you start Arkadin Phone Conference right from you Lync desktop application, you will need to install (if not already done) the Arkadin Audio Add-on for Lync (PC only) by following one of these steps : 1. Go to the URL 2. Follow on screen installation instructions and setup your Audio Conference Account. Tip : You can find your Audio Conference Account details your pe rsonal Welcome or if you cannot find it, simply contact your Arkadin Customer Service. START A PHONE CONFERENCE FROM LYNC USING YOUR COMPUTER HEADSET (LYNC ENTREPRISE ONLY) Lync users can make online calls (VoIP) using their computer headset and thanks to the Hybrid Audio feature, they can also meet in conference simultaneously with external parties connected to the Arkadin Phone Conferencing service. 1. Find your Audio Conference Automaton in your contact list and click on the call button or drag it into an existing Lync conversation. 3. (Optional) To add an emoticon, click the emoticon (smile face) button. 4. (Optional) To customize the font, such as type or size, click the letter A next to the emoticon button. RECEIVE AN INSTANT MESSAGE When someone sends you an instant message, an instant message alert appears in the lower-right corner of your computer screen. Do one of the following: To accept the invitation, click the alert. To redirect the invitation, click Redirect. To decline the invitation, click Ignore. If you do not find the Audio Conference Automaton, please get in touch with your IT administrator. 2. Wait for participants to join or follow the instructions below on how to invite participants. TIPS: If you did not initiate the Audio Conference Automaton, when a participant joins via telephone, a popup screen will appear on the bottom right of your screen and you will be able to accept or decline the call. If you would like to join your audio conference using your phone instead of your computer, refer to the next section. 5 6

4 FROM LYNC USING YOUR PHONE As the conference moderator you can start an Arkadin Phone Conference straight from the Lync desktop application. Once a Lync conversation window has been opened, simply follow these steps : 1. Click on this icon to display a drop-down list. 2. Select Start a conference to open the Arkadin Phone Conference panel. TIP : If a Lync conversation has not been started click on Meet Now or alternatively right click on several selected contacts and choose Start a conference. INVITE PARTICIPANTS TO A PHONE CONFERENCE From the Lync desktop application, the moderator can invite all participants to join an Arkadin Audio Conference. Participants will be able to join the conference using any regular phone line. INSTANT INVITATION MESSAGE FROM LYNC Send conference details via Instant Message 1. From the Lync contact list, right click on one or several contacts to display a drop-down list. 2. Select Start a conference to open the Arkadin Phone Conference panel. 3. Once the Arkadin Phone Conference panel is open, contacts automatically receive a link to view conference details but you can send the link again by clicking on Invite by instant messaging. OPTION 1 : Receive a call to join the conference 3. In the Call me now section, choose a predefined phone number or enter one manually. 4. Click on Call me. OPTION 2 : Make a call to join the conference 3. Select the I want to dial myself section. 4. Select the country you are located in 5. Dial the Toll or Toll Free number then enter your Moderator PIN code followed by #. TIP : Once you enter the conference, you will be asked for your Moderator PIN code. You can see this code by clicking on the Show button on your Lync desktop application. FROM YOUR PHONE The moderator can start an Arkadin Phone Conference using any regular phone line with their access details provided in the Welcome (also available in the Arkadin Lounge) : If any of your participants are offline, or not in your Lync contact, invite them from Microsoft Outlook. 1. Dial the toll or toll free phone access number. 2. Dial your Moderator PIN Code, followed by #. 7 8

5 INVITE ANY PARTICIPANTS FROM LYNC Once a Lync conversation window has been opened, simply follow these steps : 1. Click on this icon to display a drop-down list. 2. Select Start a conference to open the Arkadin Phone Conference panel. 3. Click on Participant Join. OPTION 1: Call participants directly 5. In the Call participant section, select a contact or enter a telephone number. 6. Click on Call participant. OPTION 2 : Send conference details 5. Select the Participant Dial in section. 6. Click on Copy All Information. 7. Paste information into your invitation and send it to your contacts. SCHEDULED INVITATION FROM MICROSOFT OUTLOOK 1. In the calendar section of Microsoft Outlook, click on the Lync button to open a new calendar invitation pre-populated with online and telephone conference details. 2. Add contacts, set-up date time and any other relevant information in your message. 3. Send your invitation. AUDIO CONTROL FEATURES CONTROL YOUR CONFERENCE FROM YOUR PHONE Moderator control features : *0 Speak to an Operator (to ask for assistance or to dial-out to a participant) *#1 Terminate the conference *1 Mute/Un-mute your own line *#2 Hear the number and/or names of participants *2 Mute/Un-muteparticipantlines. (Participants cannot press *1 to un-mute themselves) *3 Activate/deactivate tone on participant entry and exit *#5 Start/Stop recording *#6 Enter a billing code *4 Lock/Unlock conference access #0 Listen to the Help Menu *6 Terminate call when moderator disconnects #2 Personalize your conference welcome message *7 Go to a sub-conference/return to main conference Participant control features : *0 Speak to an Operator (to ask for assistance) #0 Listen to the Help Menu *1 Mute/Un-mute your own line *7 Go to a sub-conference/return to main conference CONTROL YOUR CONFERENCE FROM YOUR PHONE Moderator control features from the online Arkadin Audio Console : 1. Go to Arkadin Lounge, your online conferencing portal: 2. Login in using your Web Login & Moderator PIN Code received in your Welcome Click on the Audio Console button to access the following control features : TIP : the day of the meeting, open the calendar invitation and click on. List of participants Mute - all or individual participants Recording One-time use PIN code conference scheduling Documentation, mobile apps and toolbar downloads 9 10

6 PLAYBACK CONFERENCE FROM YOUR TELEPHONE Moderator playback features : 1. Dial your Conference Playback Access Number (local or toll-free) 2. Enter the Conference Playback Reference Number followed by # 3. Enter * to identify yourself as a moderator, then enter your Moderator PIN Code followed by # 4. Press 1 to listen to the last recording Or press 2 to listen to a previous recording. Your last 6 recordings are avalaible for up to 30 days and are listed by date and time and allocated a range number from 1 to 6. Press the range number to listen to the preferred recording. 5. During playback of a recording, press 0 to obtain the Recording Reference Number. Participants playback features : 1. Dial your Conference Playback Access Number (local or toll-free) 2. Enter the Conference Playback Reference Number followed by # 3. Enter the Recording Reference Number followed by # 4. The following is a list of options available Rewind Fast Forward For 1 minute, press: 1 3 For 5 minutes, press: 4 6 For 20 minutes, press: 7 8 Pause/Restart, press: 5 Increase volume, press: 2 Decrease volume, press: 8 AUDIO CONFERENCING HINTS & TIPS FOR CONFERENCE MODERATORS Dial in at least 5 minutes early to greet your participants as they join your conference Check the number of participants that have joined the call by using the *#2 keypad function To reduce background noise on the call, use the *2 keypad function to mute all participant lines or ask participants to mute their own lines using the *1 keypad function. SECURITY TIPS Do not share your Moderator PIN Code as it is strictly personal. Generate one-time use PIN codes for your conference : - Only valid for a pre-determined time period. - Avoid the need to share your permanent participant PIN code. - Book your one-time use PIN code conference in Arkadin Lounge. Before the conference starts, select the roll call and name on entry options in the Arkadin Lounge settings menu to hear the names of participants as they join. View and manage lines in your conference using the Audio Console to avoid unexpected or unannounced attendees. Lock access to your conference, once all your participants have joined using the *4 keypad

7 3. SHARING AND COLLABORATION FOR LYNC ENTERPRISE LICENSE During a Microsoft Lync 2010 meeting or instant messaging (IM) conversation, you can share your desktop or a program, give Microsoft PowerPoint presentations, or collaborate on a virtual whiteboard. SHARE YOUR DESKTOP 1. Open Lync 2010, and, in your Contacts list, double-click a contact. 2. When the conversation window opens, click Share. SHARE A POWER POINT PRESENTATION To give a presentation during a Lync meeting or IM conversation: 1. In the conversation window, click the Share menu, and then click PowerPoint Presentation. 2. In the Share PowerPoint dialog box, double-click the PowerPoint presentation that you want to share. When the content is prepared for presentation and uploaded, the other participants will be able to see your presentation. You can make annotations on the presentation using the annotation tools at the lower left of the presentation. CREATE A WHITEBOARD The whiteboard is a fresh page for notes and drawings that everyone in the meeting can use together. 1. In the conversation window, click the Share menu, and then click New Whiteboard. 2. To start writing or drawing on the whiteboard, use the annotation tools at the lower left of the whiteboard. 3. If you have more than one monitor, click the one you want to share. SHARE A PROGRAM 1. In the conversation window, click Share, and then click Program. 2. In the Share Programs dialog box, click the program you want to share, and then click Share. TRANSFER A FILE From a Windows folder, drag the file that you want to send, and drop it into a conversation window or onto a contact in your Contacts list. When you drop the file, a file transfer invitation is sent to the recipient. You will receive notification when the transfer is complete or declined

8 ATTACH A FILE TO A MEETING You can share a file with multiple people in a group conversation, meeting, or conference call, but you don t send it in the same way that you transfer a file to an individual contact. Instead, you add attachments to the meeting that other participants can download and view. 1. In the conversation window, click the Add or view Attachments button to upload a file. GIVE CONTROL OF YOUR DESKTOP TO OTHERS When you start sharing your desktop or a program, you re the only one in control. When you re ready, you can allow others to use their own mouse and keyboard to navigate and make changes on your computer. 1. On the sharing bar at the top of the screen, click Give Control. 2. Click Automatically accept control requests, or click the name of an individual under Attendees. 2. In the Attachments dialog box, click Add Attachments. 3. Select the file that you want to add, and then click Upload. CONDUCT A POLL Polling allows you to quickly gather information or compile the preferences of meeting participants. A poll in Lync consists of one question and up to seven Lync Lypossible choices. A meeting can contain many polls, but only one poll at a time can appear on the sharing stage, visible to all meeting participants. Only meeting presenters can create and manage polls. If you are not already a presenter, the meeting organizer or another presenter can make you one. 1. In the meeting window, click the Share menu, and then click New Poll. 2. In the Create a Poll dialog box, type a name for your poll, your question, and two or more possible answers. 3. Click OK. If no one else in the meeting is sharing, your poll appears immediately to everyone in the meeting with the words Polls are open at the bottom of the stage. If other sharing is taking place, you have the option to share your poll immediately, which would end the current sharing session, or save your poll in the content bin for later. TAKE BACK CONTROL 1. To take back control of your desktop, monitor, or program: 2. Click Give Control. If Automatically accept control requests is selected, click it to clear it. To take back control from an individual, click Take Back Control. KNOW IF YOU RE SHARING OR PRESENTING Whenever you re actively sharing or presenting, a bar is shown at the top of the window that reads You are sharing. STOP SHARING To end a sharing session or presentation, click Stop Sharing. When polling is complete, save the poll results by clicking Save poll at the bottom of the sharing stage, and then click Close the poll

9 4. CONFERENCING FOR LYNC ENTERPRISE LICENSE SCHEDULE AN ONLINE MEETING You can schedule Microsoft Lync 2010 meetings and conference calls from Microsoft Outlook. One meeting request is used for both purposes. 1. Open your Outlook Calendar. 2. On the Home tab, click New Online Meeting (in Microsoft Outlook 2010) or Online Meeting (in Microsoft Outlook 2007). MEET NOW With the Meet Now option, you can quickly start a meeting or conference call with people inside or outside your organization. 1. In the Lync main window, click the arrow to the right of the Options button, and then click Meet Now. A new meeting request opens, to which you add recipients, a subject line, and other meeting details. SET MEETING OPTIONS The meeting request contains the dial-in information that the participant can use to join the audio part of the meeting or conference call. During the Lync meeting, dial-in information is available in the Invite by Phone dialog box (click the People Options menu, and then click Invite by Phone). You can customize the dial-in information in the Outlook meeting request. You can also customize access and presenters. 1. In the meeting request, on the Meeting tab, click Meeting Options. 2. In the conversation window, do any of the following: To invite someone inside your organization, click the People Options menu, click Invite by Name or Phone Number, and then select a contact. To invite someone outside your organization by , click the People Options menu, and then click Invite by . An message opens in Outlook. (If you do not have Outlook, copy the invitation text, and paste it into your program.) You can also add contacts to the meeting by dragging the contact from the Contacts list into the conversation window. JOIN A SCHEDULE ONLINE MEETING In the Outlook meeting request, click Join online meeting or click the meeting link. 2. In the Online Meeting Options dialog box: To control meeting access and presenter options, click Access and Presenters. To customize dial-in information, click Audio and Phone

10 START A GROUP IM CONVERSATION You can start a group instant messaging (IM) conversation by selecting multiple contacts or a contact group from your Contacts list, or you can turn an IM conversation with one person into a group conversation. To start a group conversation from the Contacts list: 1. Hold down the Ctrl key, and click each contact that you want to invite. 2. Right-click the last contact, and then click Send an Instant Message. 3. Type your message in the message input area, and then press Enter. To start a group conversation from a conversation window: Click the People Options menu, click Invite by Name or Phone Number, and then select the contacts that you want to invite. ENHANCE YOUR IM CONVERSATIONS With Lync 2010, you can add communication modes to your IM conversation. For example, you can start an IM conversation with a single contact, add more contacts, and then add audio and video. If you need to share documents or slides, you can share your desktop. 5. VOICE AND VIDEO FOR LYNC ENTERPRISE LICENSE SET UP YOUR AUDIO DEVICES If you have a microphone and speakers, you re ready to use Microsoft Lync 2010 for voice calls. You can also plug in any device recommended by your company, such as a USB headset, USB phone, or handset, and Lync 2010 will automatically configure your settings. To check your audio settings, click the Options button, and then click Audio Device. For information about the phones and devices supported by Lync, see Phones and Devices Qualified for Microsoft Lync at PLUG IN A WEBCAM When you connect a webcam to your computer, Lync automatically detects it and uses it for your next video call. To see your webcam settings, click the Options button, and then click Video Device. FIND THE RIGHT PERSON To add voice or video, in the conversation window, do any of the following: To add voice, click Call. To add video, click Video to add video. To invite others, in the conversation window, click the arrow to the right of People Options, and then select the contacts that you want to invite. To share your desktop or a program, in the conversation window, click the Share menu, and then select your desktop, monitor, or a program to share. Just start typing a person s name in the search box, and results will appear below the box. If you see who you re looking for, double-click to send an instant message. Right-click the person s name if you want to add him or her to your Contacts list

11 MAKE A VOICE CALL You can start a phone call with one simple click. 1. Point to the contact in your Contacts list. 2. Click the Call button. (Or click the arrow next to it, and then click the specific number you want. You can also add a new number.) ANSWER A CALL When a call alert appears on your screen, do one of the following: To answer the call, click the alert. To send the call to voice mail, click Decline. To redirect the call to a different number, click Redirect, and then select a number. START A CONFERENCE CALL To select multiple contacts, press and hold the Ctrl key, and click the contacts you want. Then rightclick a selected contact, and click Start a Conference Call. START A CONFERENCE CALL 1. In the conversation window, click the People Options menu. 2. Click Invite by Name or Phone Number, click the contact you want or search for that person, and then click OK. If someone is available only by phone, click Invite by phone, and then type the phone number. You can also drag contacts from your Contacts list into the conversation window. ADD VOICE TO AN IM CONVERSATION You can add voice to an instant messaging (IM) conversation by just clicking the Call button. You can continue to type while talking

12 USE THE CALL CONTROLS To put the call on hold, click Hold. To send the call to another phone or to merge the call with another conversation, click Transfer. When you re finished, just click End Call. ADD VIDEO If you have a webcam set up, you can choose to allow your contact to see you during your conversation. To add video to your IM conversation or audio call, click Video in the conversation window. If you accept someone s incoming video call, they won t see you until you add video from your side of the conversation. 23

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