Using Microsoft Lync for Point to Point or Multiparty Connections

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1 Using Microsoft Lync for Point to Point or Multiparty Connections All DEECD employees who have an edumail account, automatically have an MS Lync account. Lync is installed on all Teacher laptops and CASES machines. o If it is not, the Service Technician should install it. Lync can be used for: o Instant Messaging - Chat o Voice Conferencing o Video Conferencing o Recording Sign In Address: Edumail User Log In: EDU001\TOnumber Password: Edumail password Point to point calls. Multiparty calls including capacity for hundreds of simultaneous connections. Lync calls can also be made to people outside the DEECD, anywhere in the world, with or without having a Lync account. This can be achieved in two ways: o MS Lync Attendee client o Web Browser plugin. Attached are Basic User instructions 1. MS Lync is able to dial into Polycom videoconferencing units ie. every edumail user has the ability to dial in to VC sessions on the Polycom VC network. In the Find Contacts window, type svn, you will see available VC units. To call, select the desired VC unit, right click, select Start a Video Call. A user must be at the VC unit to Accept the Point to Point call 2. Calls to the DEECD Polycom Bridge The direct dial number of the Virtual Meeting Room gives you the dial in number i. eg. SVN Room 3. Content Sharing Currently Polycom can share content to Lync, Lync cannot share content to Polycom. 4. More detailed instructions below. How to info provided by ITD can be found at the following link. odex.html Mac Lync client is available Recording not available in Mac client. 27/03/14

2 Microsoft Lync Presenter Basic Instructions How to Schedule a Meeting invite via Microsoft Outlook: This cannot be achieved via the Edumail Webmail interface. Must be done on a computer that has Lync installed, not MS Communicator. Create an Online Meeting or Conference Call Meeting Request 1. In the Microsoft Outlook Calendar, click New Online Meeting (in Microsoft Outlook 2010) or Online Meeting (in Microsoft Outlook 2007). 2. In the meeting request, in the To box, type the address of each person you want to invite, separated by semicolons. 3. In the Subject box, type a subject for the meeting. 4. (Optional) In the body of the meeting request, above the Join Online Meeting link, type additional meeting details. Do not modify any of the existing text in the meeting request. Doing so might prevent people from joining the meeting. 5. Set the correct Date and Time for Start and End of the meeting doesn t have to be exact, this is what goes into the Calendar. 6. Click Send As an option, you can click Meeting Options, and then accept or change the default options as required. link direct if participants do not use Outlook. To Start the Online Meeting at the Appropriate Date/Time, open the appropriate entry in your Outlook Calendar, Click on the Join online meeting link. Then: Follow the instructions overleaf. à How to Create an Instant Meeting and Invite Attendees: Attendees: people whom do not have a Lync account, but have installed the MS Lync Attendee client Open Microsoft Lync Click on Meet Now as shown here To invite Attendees, click here, and select Invite by A normal New will open. Enter the address of the intended Attendee(s). Add any extra information in the body of the that participants may need for the meeting, do not change any text in the Join online meeting link. Attachments can included if required this is a Normal . Leave the Lync Meeting open, wait for your attendees to Join. 1

3 Working Within the Meeting - Presenter The Meeting must be opened by you to Attendee(s) to be accepted by you. As Attendees attempt to join the meeting, they are waiting in the Lobby. You need to Admit them to the meeting. They will then be listed as an Attendee and are part of the meeting. To Mute your Microphone Output Volume == If you cannot see all Participants, open this Click n Drag box until all can be seen. Start Your Video here: Add Video Hang up the Call: Close the Meeting Start Recording Your Video Guest Video: If more than one other participants, the dominant speaker video will display. Recording During a meeting, you can record the session, the file is saved onto your hard drive as a Windows Media File. You can start a meeting with yourself to easily record a video for sharing later use the Meet Now in the Menu Bar. 2

4 Sharing Content You can Share your Screen, Desktop or Specific Program with all Meeting Participants. Click Share Select appropriate item to share All Participants will now get a Stage that opens up next to their video window that shows your Shared Content. Attendee to Share Content if you want an Attendee to share their content, you may need to give them Presenter rights. On their Name Right Mouse Click Choose Make Presenter Giving Control You can give other participants Control of your computer. They can then use their mouse to drive your computer. To Stop Sharing Content - Click Here. When Meeting is Finished Hang up the call, close all windows. Well Done! 3

5 Microsoft Lync - on a Mac Version Lync:Mac 2011 For: Edumail Users within DEECD This is a simple set of user instructions and will provide all the functionalities of MS Lync however should be enough to get you started. Signing In and Getting Started Open Lync enter your details as shown. The password is your current EDUMAIL password. Search Window Find people by name or address Your status Green available Amber Away Red Busy or On a Call Contacts List Add frequently used contacts to this list Your status comment this is viewed by others - optional Action Buttons Click on a Contact, then use these buttons. Hover your cursor over each icon for explanation. Choose Audio device Instant Message Audio Call Video Call Schedule a Meeting Clicking the video button without selecting a Contact will start a video meeting from which you can invite others via or name MS Outlook is used for scheduling and s 4

6 During a Call Audio Call only Desktop Sharing Attachments available Participants List those in the meeting Instant Messages Video Call More Options - See below If this Lens picture is shown, start your video by clicking the Play icon End the Call Pause the Call Zoom to Full screen Mute your Mic. Invite more Participants immediately To DEECD personnel via a Search box Invite by Launches MS Outlook to create the . 5

7 Invite by IF you use Outlook as your application, send as normal. IF Outlook is not configured cancel the request to configure, the should still be created with the URL Link embedded. Copy the link and paste into your normal application. Schedule an Online Meeting Outlook must be your configured Microsoft Exchange Server Application for this to operate. Outlook can Sync with your Mail, ical and Address Book Applications. View Calender - Click the Meeting icon. This opens a Schedule a Meeting Click Online Meeting icon Choose Create Online Meeting 6

8 Add invitee addresses Set DATE, TIME information of meeting. SEND Calendar entry is made in your calendar Multiple Users can be invited to Video Meetings, including Users that will enter the meeting via MS Lync Attendee client. To my knowledge there is no Mac Attendee Client. 7

9 Microsoft Lync Attendee - Basic User Instructions Prior to the Meeting time install AttendeeSetupUser.exe (Windows only) This is available as a free download at (search for Microsoft Lync 2010 Attendee - User Level Install) OR au/download/details.aspx?id=15755 You can only attend meetings with this software, not create meetings. You will Need: Webcam and Microphone ( or Headphones with Mic) In your or Outlook Calendar invitation from the Meeting Presenter, you will have a link that looks something like this. Click on the link to Join the Online Meeting. This will be the name on the screen during the meeting. Wait until you have been accepted into the meeting by the Presenter, this window will remain open. Output Volume control Unmute your microphone Start your video here: Add your Video * Start your video button on your video picture. 1

10 Hang up the call, end the meeting. Other person s video... Your Video If there is more than one other in the meeting, the dominant speaker will show in video. To Leave the meeting click on the Red Telephone and close any other windows that remain open. Text Chat (Instant Messaging- IM) the presenter may open a text chat window, if they give you Presenter Rights, you will be able to share large files through this window. 2

11 MS Lync to Polycom Integration Point to Point calls to a DEECD school Polycom Unit. 1. Locate the school with Polycom you wish to connect to. 2. In the Finda contact bar, enter the school name with SVN in front of it (eg. SVN Camperdown) 3. Select the correct unit, then click on the CALL button. The school should have GREEN to indicate they have the VC unit turned on. They will need to ACCEPT your call at their end (click the button on their screen) unless they have auto- accept running on their VC unit. Start or Add Video Connect to a Virtual Meeting Room - SVN Room on DEECD Polycom Bridge Example: You must pre- book these rooms and you will have the number from the booking or the session you want to join will have been allocated an SVN Room and Direct Dial number. Eg. SVN Room Enter into the Find a Contact box on MSLYNC and press Enter on your keyboard. Another Lync window will open click Video. The call is started, you will enter the Virtual Meeting Room and be able to see and hear anyone in the room. If you are the first in the meeting. will hear music playing in the background and see this Polycom background. 1

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