Getting Started with Microsoft Lync : Windows and Mac

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1 Getting Started with Microsoft Lync : Windows and Mac Microsoft Lync for Windows 2013 Microsoft Lync helps you stay connected to the people who are important to you via instant messaging, , audio, and video calls, persistent chat rooms, and online meetings and presentations. To open Lync, 1. Go to the Start menu and locate Lync in your program list. 2. In the Sign-in address field, enter your address. 3. In the Password field, enter your NetPassword. 4. Click Sign In. 03/2014

2 Find and Add a Contact In Lync, contacts are the online identities of people you interact with often. One of the first things you will want to do as you begin to use Lync is to start building a list of contacts. 1. In the search field in the Lync main window, type the name, address, or phone number of the person you want to add. 2. When the contact list appears, choose the correct person by clicking the photo image to select that person, then the.... In the dropdown menu, choose one of the following options: Send an Message Schedule a Meeting Add to Favorites Add to Contacts List Tag for Status Change Alerts Start an IM Conversation 1. Locate the person you want to send an IM to, either through the Find Someone search field or your Contacts. Then do any of the following: Double click anywhere in their contact listing. Right click their listing and click Send and IM. Hover on their picture in the Contacts list, and click the IM button in the Quick Lync menu. 2. Type the IM in the text field at in the bottom of the window. 3. You may also add special content or customize the appearance of your message, you can: Send a file or a picture by doing one of the following: Drag-and-drop the file or picture from your computer into the message window. Copy and paste the file or picture from any Office program into the message window. Press PrtScn on your keyboard to capture an image directly from your screen, then paste it into the message window. NOTE: Your sent message will show a small representation of the added file or picture. To open the file or see the picture at full size, the recipient clicks Save or Copy and transfer the file to their machine. 4. Press Enter to send your IM. 2

3 Send an Instant Message to Several People at Once To start an IM conversation with more than one of your contacts, do the following: Option 1 If the people you want to send the instant message to are listed next to each other in your Contacts list, press and hold the Shift key while you click the listing for each person. Then, click the IM icon that appears next to the last contact you select, type your IM at the bottom of the conversation window, and press Enter. Option 2 If the people you want to send the instant message to appear in the list as contacts who are not listed next to each other, press and hold the Ctrl key while you select each contact. Then, click the IM icon, type your message at the bottom of the conversation window, and press Enter. Click each contact while holding down the Shift key. The IM will go to all the people you have selected. Send an Instant Message to a Group Right click the group name in your Contacts list, click Send an Instant Message, type your IM at the bottom of the conversation window, and press Enter. Your IM will go to all group members. Respond to an Incoming IM When someone starts a new IM conversation with you, an alert pops up on your screen. Do one of the following: To see the message, click anywhere on the photo area. To write back, type in the text input area, and press Enter. To reject the message, click Ignore. The message goes to your Outlook inbox.. For additional options, such as to set your presence status to Do Not Disturb so that you won t be alerted by new instant messages until you change your status again, go to Settings>Tools>Options>Alerts. Under When my status is Do Not Disturb section, select the Don t show alerts radio button. 3

4 Change Your Presence Status Lync By default, your presence status in Lync reflects your Lync activities or Outlook calendar. For example, when you are in a Lync audio or video call, your presence indicator changes to red to show you are busy, and your status changes to In a call. And, if a meeting is currently scheduled on your Outlook calendar, your status displays In a meeting. However, you can manually change your presence status to let your contacts know whether they can contact you on Lync. This lets you more effectively manage communication with your contacts. To manually change your presence status: 1. Select the dropdown menu in the Status box. 2. Select the presence status you want: Available Busy Do Not Disturb Be Right Back Off Work Appear Away Your presence information can also include a personal note that appears in your contact listing and on your contact card. Use it to give more details about your status, such as where you are or what you are doing. To add a personal note: 1. Select the box that displays What s happening today? 2. Type your own note. If you have set automatic replies to be sent from Outlook when you are out of the office or busy, the message in the automated response displays as your personal note in Lync. If you do not want that, delete the message displayed as your personal note in Lync and replace it with a personal note of your choice. However, doing so will not change the message in the automatic replies that are sent when you receive . 4

5 Microsoft Lync for Mac 2011 Open Lync To initiate Lync, double click the Lync icon in the Application menu or in the Application window Log in 1. Enter your address in the Address: field. 2. Enter your NetID in the User ID: field. 3. Enter your NetPassword in the Password: field. 4. Click Sign In. Find and Add a Contact 1. Directly below your personal information, you can search the Global Address List (GAL). 2. Type the name or a portion of the name of the person you are searching. 3. When the person appears in the results, select the person s name and click the Add button next to the contact. 4. In the dropdown menu choose where you want the contact to appear: Other Contacts Pinned Contacts Existing Group Add a New Group 5. The contact you added, appears in your designated contact area. 5

6 Start an IM Conversation 1. Locate the person you want to send an IM to, either through a search or your Contacts list. Then do any of the following: Double click anywhere in their contact listing. With the contact selected, click the IM icon at the bottom of the Lync window. 2. Type your IM in the text field at bottom of the window. 3. You may add special content or customize the appearance of your message by adding emoticons, change the font, font size, and color. Type IM here Send an IM to Several Contacts at Once To start an IM conversation with more than one of your contacts, do the following: 1. Select one of your contacts to open an IM window. 2. Click the Participant icon and the list of participants is shown, you are included in this list. 3. Select another contact from your contact list then click, hold, and drag that contact to the IM window. 4. The IM changes to a Group Conversation. 5. You may include as many contacts as needed. The number of participants in the conversation will be indicated next to the Participant icon. 6. Type your IM in the text field at the bottom of the window. Click, hold, and drag the Contact Type IM here 6

7 Respond to an Incoming Message When someone sends you an IM, an Instant Message pop-up window appears in the bottom right corner of your screen. 1. Click Reply in the invitation pop-up window. 2. In the Conversation window, type a response in the message area. 3. Click Return. To end the conversation, click the red Close button in the upper left corner of the Conversation window. If you choose Ignore, an of the IM appears in your Outlook inbox with the subject of Missed conversation... Change Your Presence Status By default, your presence status in Lync reflects your Lync activities or Outlook calendar. For example, if a meeting is currently scheduled in Outlook, your status displays In a meeting. However, you can manually change your presence status to let your contacts know whether they can contact you on Lync. This lets you more effectively manage communication with your contacts. To manually change your Presense Status: 1. Click your Status to open the dropdown menu. 2. Select the presence status you want: Available Busy Do Not Disturb Be Right Back Off Work Appear Away Your presence information can also include a personal note that appears in your contact listing. Use it to give more details about your status, such as where you are or what you are doing. To add a note: 1. Select the box that displays Click to create a personal status message. 2. Enter your personal note or location. If you have set automatic replies to be sent from Outlook when you are out of the office or busy, the message in the automated response displays as your personal status in Lync. If you do not want that, delete the message displayed in your personal status in Lync and replace it with a note of your choice. However, doing so will not change the message in the automatic replies that are sent when you receive . 7

8 Sign Out of Lync Click the Presence Status drop down menu and select Sign Out. Getting Started with Microsoft Lync: Windows and Mac is an independent ITS publication and is not affiliated with, nor has it been authorized, sponsored, or otherwise approved by Microsoft Corporation. 8

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