User Guide: How to Join a Southern Health Lync Video Conference Using Lync 2010 Attendee

Transcription

1 User Guide: How to Join a Southern Health Lync Video Conference Using Lync 2010 Attendee Contents Purpose of this document... 2 Assumptions... 2 Before you start be aware... 2 Part Updating your security settings (if prompted)... 3 Part Installing Lync Attendee... 6 Part Joining a Southern Health Lync meeting... 9 Hardware and Software Requirements for Lync 2010 Attendee Author: Sean Reynolds Version: 1.0 FINAL Date: 05/06/2015 Updated: 22/07/2016

2 Purpose of this document There is demand to enable Southern Health NHS Foundation Trust (SHFT) clinicians to use Microsoft Lync 2010 to communicate directly with Stakeholders/Service Users in locations outside Trust premises - in situations where this has been deemed appropriate. The purpose of this document is to assist those people who wish to use these facilities. The SHFT IT Department is unable to offer technical support directly to non-trust staff in the use of Lync Due to the variety of Microsoft operating systems, peripherals (e.g. Webcams and headsets), antivirus products and even broadband providers, this document has generalised it s guidance following the Microsoft recommendations for the use of the Lync 2010 Attendee client to join a Lync meeting organised by a Southern Health member of staff. Assumptions For the purpose of this document a number of assumptions have been made: The person wanting to join a Lync meeting has permission to make changes to the configuration on the device being used The person using the device has local admin rights (i.e. is able to install programs) Internet Explorer is set as the default web browser even if other browsers are installed The device being used meets the Microsoft minimum requirements for using Lync 2010 Attendee which can be found on the last page of this document Before you start be aware This document is broken down into three key stages. Parts 1 and 2 will only need to be carried out the first time you join a Southern Health Lync meeting*. Only part 3 will apply for any future Lync meetings you join. For your first meeting it is recommended you follow parts 1 and 2 in advance of the meeting time. An average time to complete the first two parts is 10 minutes depending on your broadband connection speed. * If you have joined a Lync meeting with another organisation before, the process may automatically skip the first two parts. However it will always check you have the correct version of the Lync Attendee software and update it if required. 2 P a g e

3 Part 1 Updating your security settings (if prompted) When you receive a Lync meeting request from a Southern Health member of staff it will look something like the request below. Accept the meeting as recommended by the provider of your e- mail service. When the time comes to actually join the meeting click on the text that says Join online meeting Depending on the version of Internet Explorer being used, and the security settings being applied, you may see the screen below with no option other than to close the web page. 3 P a g e

4 The work around for this is to re-open Internet explorer if it closed in the previous step, and then click on the next to (favourites) on the toolbar and go into Internet Options Click on the Advanced tab and scroll down to the Security settings. You will find the box next to Check for server certificate revocation is checked. 4 P a g e

5 Untick the box and click on the OK button. This will take you back to the main Internet Explorer window. 5 P a g e

6 Part 2 Installing Lync Attendee Go back into the Lync meeting request and click on the text that says Join online meeting This time you should see the Lync 2010 Meeting option screen. Click on Download and install Lync Attendee. Note: If you join the meeting via the first option shown below - by selecting Join the meeting using your web browser - you will not be able to use your webcam or audio via the Windows device. 6 P a g e

7 You will be redirected to the Microsoft Download Centre. Click the Download button At the bottom of your Internet Explorer browser you will see the message below. Click on the Run button The Microsoft Lync 2010 Attendee Setup window will appear. Tick the box next to I accept the terms and conditions in the Licence Agreement and click the Install button 7 P a g e

8 Lync 2010 Attendee will now install Once complete click the Finish button 8 P a g e

9 Part 3 Joining a Southern Health Lync meeting In the Lync meeting request and click on the text that says Join online meeting With the latest version of Internet Explorer you will get prompted with the security message below. Click in the box to Do not show me the warning for this program again and then click the Allow button 9 P a g e

10 Finally the Lync 2010 Attendee client will appear! As you are not a member of staff you will need to join as a Guest. In the Display Name box type your name or the name you want to appear in the meeting. It is important the organiser knows it is you! Once complete click the Join button 10 P a g e

11 You will now see the screen below. The lobby is a place where you are held until the meeting organiser admits you to the meeting. This is why it is important the Display Name you typed in before indicates it is you joining the meeting and not someone else. Just for information - The organiser will see the screen below when you are in the lobby. They need to click the Admit button or you will remain in the lobby. 11 P a g e

12 Once you have been admitted to the meeting you will see the screen below with the name of the Southern Health member of staff at the top as a Presenter and you shown as an Attendee. Your microphone will be automatically muted. To unmute it simply click the picture of the microphone and the red symbol will disappear To add video from your webcam click the Video button The Lync Attendee client is a cut down version of the full Lync client so the Southern Health Member of staff should be able to assist you if you have difficulties. Finally to leave the call at the end of the meeting just click on the handset with a red cross underneath. 12 P a g e

13 Hardware and Software Requirements for Lync 2010 Attendee System component Minimum requirement Operating system Windows 7 operating system Windows Vista operating system Windows XP operating system with Service Pack 3 (SP3). Windows Installer 3.1 must be installed before deploying Lync 2010 Attendee. Computer/processor Intel Pentium 4, AMD Athlon 64, or equivalent Data and voice: 1.6 gigahertz (GHz) or the latest processor; 2 GHz 32-bit or 64- bit processor recommended Video: Dual Core 1.9 GHz processor or the latest version for VGA; Quad Core 2.0 GHz or the latest version for high definition Microsoft RoundTable conferencing device: 2 GHz processor or the latest version Display resolution 1024x768 required Graphics hardware Memory Support for Microsoft DirectX 9 application programming interface 128 megabytes (MB) of graphics memory (minimum) Windows Display Driver Model driver Pixel Shader 2.0 in hardware 32 bits per pixel Windows 7 or Windows Vista: 2 gigabytes (GB) of RAM Windows XP: 1 GB of RAM Telephony Video source Microphone and speakers, headset with microphone, or equivalent device Recommended: Microsoft unified communications (UC) device or a phone running Microsoft Lync 2010 Phone Edition USB 2.0 video camera or RoundTable device Bandwidth requirements For network requirements, see Media Traffic Network Usage. Installation and updates Both administrator-level installation and user-level installation are available. Other software Microsoft Silverlight browser plug-in version 4.0 (installed automatically during setup) Source: 13 P a g e