Lync 2010 June 2012 Document S700

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1 Lync 2010 June 2012 Document S700

2 Contents Introduction to Lync Instant Messaging and Presence Status... 3 Presence... 3 Contact Management... 3 Instant Messaging... 3 Conversation history... 3 Conferencing... 4 Audio Conferencing... 4 Video Conferencing... 4 Application and Document Sharing... 4 Getting Started with Lync... 5 Install:... 5 Adding Contacts... 8 Groups... 9 Status... 9 Relationship Instant Messaging: Conversation History in Lync How to Schedule an Online Meeting in Outlook Setting permissions for attendees Levels of access Access Levels for Attendees Setting Permissions when creating a new meeting Further Training Sharing Files: Share your Desktop Share a Program Share a PowerPoint presentation: Create and Share a Whiteboard Sharing or Attaching a File: Transferring a File Attaching a file to a meeting: Video Calls and Conferencing Joining a meeting in Lync Lync Attendee: To join a meeting using Lync 2010 Attendee Wait in the lobby Start IM, phone, or video within a meeting Start sharing P a g e

3 Lync Web Client Recording a Meeting Stop a recording and save it Managing Recordings Lync for Mobiles Lync 2010 for Mobile Clients Quick reference guides Signing in to Lync on your mobile device: Minimum System Requirements for Microsoft Lync P a g e

4 Introduction to Lync 2010 Microsoft Lync provides tools for instant messaging and online meetings. Lync is available to all University staff and can be installed on MWS computers Lync can be used to instantly message a colleague, to share files or your desktops during the conversation; add more colleagues into the conversation and escalate it to an audio or video conferencing session. Lync can also be used for online meeting as Lync integrates with Outlook. You can schedule your online meeting and invite colleagues through Outlook. During your meeting you can watch presentations, share files or use a whiteboard and you can also record your meetings for sharing later. The following sections provide more detail about the major features that Lync provides. Instant Messaging and Presence Status Presence A user s presence is a collection of information that includes availability, willingness to communicate, additional notes (such as location and status) and how the user can be contacted. Presence is enhanced in Lync 2010 with pictures, location information, and a set of presence levels that includes Off Work, Do Not Disturb, and Be Right Back, in addition to basic levels such as Available, Busy, and In a Conference. Contact Management Enables users to control what information others can see. You can set different levels of contacts, each of which can view different levels of presence information. By simply looking at a Contacts list, users can find everything they need to know at a glance. Simple coloured icons indicate other users presence status. A picture and location are also shown (if previously set up). With the integration between Lync and other products such as Outlook and SharePoint (University s VOCAL Service), whenever a contact s name appears, such as in an message or on a Vocal site, the status and contact information is also displayed. Instant Messaging With instant messaging (IM), you quickly message your contacts. You can also use Lync to communicate with external contacts who might use MSN/Windows Live, Yahoo! or AOL instant messaging tools. Conversation history Enables users to keep track of old instant messaging conversations, and retrieve information that may have been communicated by instant messaging months ago. 3 P a g e

5 Conferencing With unified conferencing in Lync, you can easily collaborate and share information. Both voice and video conferencing capabilities can be used from any location with an internet connection. Meeting tools integrated into Outlook 2010 enable organisers to schedule a meeting or start an impromptu conference with a single click, and also make it just as easy for attendees to join. Audio Conferencing With a single click, you can schedule a meeting from Outlook. Details, such as meeting time, location, and attendees, follow the familiar Outlook template. A microphone and headset, is required for this. See Minimum System Requirements for Microsoft Lync on the back page for details. Video Conferencing Lync simplifies the ability to use video conferencing. An instant messaging conversation can easily be escalated to a video conferencing meeting. When there are multiple participants in a video call or a conference, the active speaker is displayed in the video window. High-definition video (resolution 1270 x 720; aspect ratio 16:9) and VGA video (resolution 640 x 480; aspect ratio 4:3) are supported for calls between users running Lync. The resolution viewed by each participant in a single conversation may differ, depending on the video capabilities of each user s respective hardware. See: Minimum System Requirements for Microsoft Lync on the back page for details. Application and Document Sharing Desktop sharing with Lync enables presenters to broadcast any visuals, applications, webpages, documents, software, or part of their desktop to participants. Audience members can follow along with mouse movements and keyboard input. Presenters can choose to share the entire screen or only a portion. Application sharing enables presenters to share control of software on their desktop without losing sight of participant feedback or text questions. Presenters can also delegate control of the application to meeting participants. Further training information, including videos and tutorials can be found on the Microsoft Website 4 P a g e

6 Getting Started with Lync Install: From Install University Applications, choose the Office category, select Lync 2010 then click Run. (Note: This will also install Visual C runtime scripts and Silverlight Player 4 necessary to run Lync.) Once installed, the following screen will start up. You need to select Start here. A short, interactive video will play to introduce you to the features of Lync. 5 P a g e

7 The settings are optional. By selecting Personal Note, you will learn how to personalise the information about yourself. Type your own message e.g. the name of your department or team. 6 P a g e

8 You will now be able to add a picture, by using the Options link. Choose Get Connected to set up your Webcam. Most generic webcams and headsets will work with Lync That s it Lync should now be completely set up and ready for you to start adding contacts. 7 P a g e

9 Adding Contacts When you first install Lync you will not have any contacts you need to build up your own contact list. Contacts are not automatically enabled to use Lync you won t be able to instant message colleagues until your colleagues have installed Lync themselves. 1. With Lync open on your desktop, select to find people in your address book. 2. To add to your list: Enter the name in the search box and you will see a list of people Select the person you want to contact You can now, either Add them to your contacts, by selecting, pin them to a group or just communicate with them via instant message 8 P a g e

10 3. You can also Sort your contacts by clicking Groups, Status or Relationship Groups - You can create your own groups to help sort your contacts. To create a new group: Right click on an existing Group Name and choose Create New Group You can now add the name of your chosen group. The Group you have just created will now be included in the list of Groups available for use. Status this tells you the Presence of each of your contacts This will tell you at a glance which of your contacts are available out of the office or away. If you contacts are away, you will see a copy of their out of office message, if they have one set 9 P a g e

11 Relationship: This can be used like Groups, for colleagues, Research Groups, Staff Lists etc., and is set up in the same way as Groups. Instant Messaging: You can use Lync as an instant messenger. Double click on a contact to start a conversation Type your message in the bottom part of the window and press Enter Your message will be displayed in the main section of the window, showing that it has been posted. You can quickly move from an instant message conversation to a video conferencing call or to sharing files and desktops using the menu options across the top of the conversation panel. (See page 19 for more details). 10 P a g e

12 Conversation History in Lync You may find that you need to check something which was said or written during a conversation, and if so you can do so in Outlook. If you just want to check back on a conversation you are having, then click You will see in your Outlook folder list, that there is a new folder Conversation History. In here is a note of all calls you have made, conversations you have and missed calls. You can even search in this folder to see when you called someone or when you had a conversation with them. 11 P a g e

13 How to Schedule an Online Meeting in Outlook To create an online meeting request in Outlook follow these steps: 1. Start Outlook Calendar (You will see that on the menu bar you have a new Lync Online Meeting icon). 2. To set up a new Lync meeting you need to select this icon a new meeting invitation will open. In the To box, you can add other contacts to invite them. 3. Invite attendees, enter the meeting subject and select the meeting time. Your new Lync meeting request will automatically include the link to your online meeting. 4. Click Send. An invitation will be sent to all attendees. 12 P a g e

14 5. The invited attendees will receive an , similar to the one below: 6. At the required time, you will receive a reminder 7. When you select join on line you will be taken to the following page: From here, you need to select the default Use Lync (integrated audio and video), which opens Lync on your PC. 13 P a g e

15 Whilst in a meeting, there are options to use a whiteboard, share a presentation or share a program. These are available from the Share button on the Lync toolbar. Setting permissions for attendees: The meeting organiser decides who gets into the meeting directly, and who waits in the lobby, until they are admitted. When the meeting starts, you see the names of the people who want to join the meeting and you can grant or deny access. Levels of access Who gets in directly Only the organiser People you have invited Anyone from your organization Anyone (no restrictions) What happens You are the only one who gets into the meeting directly. Everyone else has to wait until you admit them. Only people who were invited to join the meeting directly. Everyone else has to wait until they are admitted. Anyone from your organisation can get in to the meeting directly, even if not invited. Anyone who has access to the meeting link gets into the meeting directly. 14 P a g e

16 Access Levels for Attendees As the meeting organiser, you can set permissions for who can access the meeting directly or who has to wait to be admitted. This includes what tasks they are able to perform during the meeting e.g. able to write on a whiteboard or share files. These permissions can be set when you first create the meeting or adjusted during the meeting itself, if required. Setting Permissions when creating a new meeting Select Meeting Options From here, you can customise access and presenters for the meeting. See: (Levels of access) on Page P a g e

17 You can also change permissions when you are already in the meeting: Click Meeting Options to see the access levels that are available. Further Training: Microsoft provide excellent video training guides in Joining a Lync 2010 Online Meeting, and these can be viewed at: Also, a video training for scheduling meetings can be seen at: 16 P a g e

18 Sharing Files: Whilst in a meeting or an instant message, there are options to use a whiteboard, share a presentation or share a program. These are available from the Share button on the Lync toolbar. Share your Desktop 1. Open Lync 2010, and, in your Contacts list, double-click a contact 2. When the conversation window opens, click Share desktop 3. If you have more than one monitor, click the one you want to share 17 P a g e

19 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 click Share Share a PowerPoint presentation: To give a presentation during a Lync meeting or IM conversation: 1. In the conversation window click on Share, and then select PowerPoint Presentation: 2. In the Share PowerPoint dialog box, double-click the PowerPoint presentation that you wish to share. When the content is prepared for presentation and uploaded, the other participants will be able to see your presentation. 3. You can make notes on the Presentation using the annotation tools at the bottom of the presentation window screen. 18 P a g e

20 Create and Share a Whiteboard The whiteboard is a blank page for notes and drawings which everyone in the meeting can use together as a collaborative tool. 1. In the conversation window, click the Share menu and select New Whiteboard 2. To start writing or drawing, use the annotation tools at the bottom of the screen. Sharing or Attaching a File: You can share a file with multiple people in a group conversation, meeting or conference call, by attaching the file(s) to the meeting that other participants can download and view. You can also share a file with a single contact in your Contact list. Transferring a File 1. From a Windows folder, drag the file that you want to send, and drop it into the conversation window or onto a contact in your Contacts list. 2. 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. 19 P a g e

21 Attaching a file to a meeting: 1. In the conversation window, click the Add or view attachments button 2. This will open up your Windows Explorer on your PC. 3. Select the file to transfer and click Open 4. Once you have selected the file, you will see that the File is attached and awaiting the recipient to accept it. 20 P a g e

22 Video Calls and Conferencing 1. Open Lync and double click a contact that you wish to video conference with. 2. To add additional contacts to the meeting, select the People Options icon and select contact(s) to add. 3. Select and then choose Start a Video call 4. Your video screen will appear The other contact(s) will need to select Start Video for you to see them. 21 P a g e

23 When you are speaking your face will appear and automatically change when the other contact(s) starts to speak. If there are more than two people in the conversation, then the video of the active speaker will appear. Your own video will clip to the bottom of the video screen. 22 P a g e

24 Joining a meeting in Lync When you receive an invitation to a Lync meeting you wish to join, click on the URL link contained in the invitation. The Join Online Meeting page will automatically detect if there is a compatible Lync 2010 client installed on your computer and go directly to Lync. However, if this is your first time at an online meeting, you should select First online meeting. This will take you to From here you follow the instructions to Join from a computer without Lync 2010 installed and select Download Lync Attendee There are three ways to attend a Lync meeting: Lync full client (downloaded via MWS) Lync Attendee this is the recommended version for off-campus use, as you get full audio/video capabilities, This can be downloaded from Lync Web client Audio and Video not available. 23 P a g e

25 Lync Attendee: is a conferencing tool that allows participants who do not have Lync installed, to participate in online meetings. provides communication tools such as instant messaging, audio, video, as well as collaboration tools such as application sharing, screen sharing, attachments, whiteboard, and presentation sharing. 24 P a g e

26 To join a meeting using Lync 2010 Attendee. 1. Click the Join online meeting link in a meeting invitation sent from Lync A screen with instructions for selecting a client to install is displayed. Click Download and install Lync Attendee. 3. A webpage with a download and install link will open. Follow the download and install instructions. Lync Attendee will then download to your PC: You can join a Lync online meeting as a guest or an authenticated user by following these steps. In the Lync 2010 Attendee sign-in screen (shown here), select whether to join as a guest or using your university username and password (Corporate Credentials). 25 P a g e

27 Wait in the lobby Depending on how the presenter has set up the meeting, you ll be able to either join the meeting immediately, or wait in the lobby until the presenter admits you. You can only be admitted by a Presenter or the meeting organiser. The Organiser will see that you are waiting in the lobby and will Admit you. 26 P a g e

28 Start IM, phone, or video within a meeting As soon as you re admitted to the meeting, you ll see the meeting window. Start sharing When you are in a meeting as an attendee, you don t immediately have the option to share. To start using one of the sharing options, the meeting organiser or a presenter must make you a presenter. If you ve already joined as a presenter, you can share desktops or files automatically. 27 P a g e

29 If you are the meeting organiser or are logging in by using your university username and password, click Join using your corporate credentials. If you are using a PC that is not your own, please DO NOT CLICK Remember me on this computer, as your details may be visible to others after you log off. If you want to share your desktop, you need to install the Lync Web App plug-in, which is a Microsoft ActiveX control. The first time that a user initiates a sharing session, they are prompted to download the required ActiveX control (Figure 12). 28 P a g e

30 Lync Web Client When you are ready to join the meeting, open the invitation and then click Join meeting online in the message. This will then bring up the following page. Click Join the meeting using your web browser. You will now be able to join the meeting using either your username and password (corporate credentials), or sign in as a Guest. 29 P a g e

31 If you sign in as a Guest, you will be admitted to the Lobby. And will need to be admitted by the meeting Organiser or a Presenter. You will now receive a message to indicate that you have joined the meeting When using Lync Web Client, you will be able to see Instant Messages, watch a sharing session, take part in annotating a whiteboard and save files, but you will NOT have video or voice facilities. 30 P a g e

32 Recording a Meeting Note: Recording w ithout notification is prohibited under UK law, where some of the contents of the communication a phone conversation or an , are made available to a third party. Departments may record w ith the know ledge of their employees but cannot record a meeting w ith external participants attending by mobile or landline telephones. When you re in a Lync conversation, you can start recording as long as each participant allows recording. Note that you cannot record a conversation with someone who is using a regular or mobile telephone. You can start a recording only if you are a presenter and if the person who scheduled or started the meeting allows it. 1. To start recording, in a meeting or conversation, do one of the following: Click the More options button, and then click Start Recording. 2. While the recording is in progress, you can use the controls at the bottom of the window to pause, resume, or stop recording. 31 P a g e

33 Stop a recording and save it When you stop recording, Lync automatically saves the recording. By default, recordings are saved on your computer in the folder C:\Users\<your user name>\lync Recordings. Lync also gives you the option of creating a Windows Media version of the recording that you can publish to others by saving it in a network location. 1. In a meeting or Conversation window, do one of the following: Click the options button, and then click Stop Recording. You can also use the Stop recording button at the bottom of the conversation or meeting window. 2. The Stop Recording dialog box appears. To change the name of the recording, under Recording title, type a new name. 32 P a g e

34 Managing Recordings 3. To create a Windows Media version of the recording, Click Manage Recordings 4. You now decide whether you want to publish a Lync Recording, or save it as a Windows Media- Recording. 5. To select the type of content that you want to include in the published video, click Options. 6. Under Content in video, select the check boxes next to the type of content you want to include. If a content type is not available (greyed out), it was not originally included in the Lync session.) Then click OK To change the location of the Windows Media Version of the recording, under Save to: Click Browse and navigate to the folder where Click OK you want to save the video.. 33 P a g e

35 Lync for Mobiles NOTE: Lync for mobiles only supports Instant Messaging (IM) and presence indicators. does not support attendance at meetings, audio or video features. It Lync is also available for ipad, iphone, Blackberry, Android and Windows devices which have either Wi-Fi or 3G data network capability. A list of supported features can be found at Download the Lync app, from your App Store or Market Place. Once you have downloaded the app, this will show on the home screen of your device. Lync 2010 for Mobile Clients Quick reference guides Reference Guides for using Lync on your mobiles are available at: -lync-2010-for-m obile-clients- HA aspx?CTT=1 Signing in to Lync on your mobile device: If you have a data plan, or your phone is connected to a Wi-Fi network, signing in is as easy as launching an application. Start the Lync app, and on the sign-in screen, enter your username and password, as shown below 1. Sign in with your University username and password Enter your password 4. Sign In. You will now be required to enter your mobile telephone number. Enter your mobile telephone number, and select NEXT User Guides are available at: ipad, iphone, Android, Windows Mobile 34 P a g e

36 Minimum System Requirements for Microsoft Lync Operating System: Windows 7 or Windows XP with service pack (SP3). Telephony: Microphone and speakers, headset with microphone or equivalent device. Video source (web cam): USB 2.0 video web cam Browser: IE 9, 8, 7, 6 Mozilla Firefox Online Meeting Add in for Lync 2010 Microsoft Office 2010, 2007 or 2003 Video and Audio equipment tested by Computing Services: Webcams for Desktop PCs (Prices may vary) Logitech C920 HD Webcam with built in microphones (Price Amazon) Microsoft LifeCam Cinema720 HD Video ( Amazon) Microsoft LifeCam VX-1000 with built in microphone ( 25.25, Amazon) Microsoft LifeCam Studio 1080P HD ( Amazon) For laptops The built in camera works well. Headsets and Speakers (Prices may vary) Logitech H530 USB Headset with microphone. (Price 29:88 Amazon). Logitech PC Headset 860 Stereo Headset ( 6.79 Amazon) Jabra GN2000QD headset ( Amazon) Jabra Speak 410 (roundtable speaker/microphone) Lync for MACS and Mobiles Lync is available for MAC (called Communicator) and offers the full set of features. This is installed as part of Office Mobile Lync is available for iphone, ipad, Blackberry, Android and Windows Mobile devices, and can be downloaded from the relevant App Store/Market Place. (Note: mobile versions do not necessarily support all functions of Lync). 35 P a g e

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