10 TIPS & TRICKS FOR MICROSOFT LYNC 2010

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1 10 TIPS & TRICKS FOR MICROSOFT LYNC 2010 Transforming the way we communicate Look inside for: Why should it take a team of A/V specialists to manage a conference call? With Microsoft Lync 2010, it doesn t. Lync brings together digital services including voice, , instant messaging (IM), texting, 10 great tips for mastering Lync 2 cool tricks with Lync and Microsoft SharePoint Server 2010 web and video conferencing, faxes, and more, delivered on a PC, mobile device, or cell phone. REAL IMPACT FOR BETTER COMMUNICATIONS 2 handy shortcuts with Lync and Microsoft Outlook geeky reference to Star Trek

2 1 DRAG, DROP, DONE. Need Chip? Or Skip? Or Flip? Why not all three. Discover how easy it is to add colleagues to your conference calls when you use Lync. Drag a contact from your Lync client 2 EVERYTHING BUT THE PERKY RECEPTIONIST. Next time you set up a conference call, welcome callers to your virtual lobby in Lync. The lobby lets people who call in to a meeting know they re in the right spot. You stay in charge of who attends and who doesn t get in. In Outlook, set up a new online meeting. On the Home tab, click Meeting Options, and select the lobby options you want. When people call in, they re placed in a soothing, virtual lobby until you start the meeting. You can see who s there so you can control attendance. and drop it in the Group Conversation window to add the person to a conference call. 2

3 3 BANISH BACKGROUND BOTHER. Got blaring horns or barking dogs in the background of your conference call? Call off the hounds with a click. As the call leader, you can see who s speaking and easily mute everyone else, or mute only the noisy offender. Click the People Options menu. Click Mute Audience. (You can also right-click the name of an individual in your participant list, and then click Mute or Unmute.) 4 YOUR CONFERENCE ROOM JUST GREW LEGS. Ever sat in a conference room and wished you could take the meeting with you? Or tried to transfer a call, only to send your caller into PBX oblivion? When you use Lync, you discover a new kind of flexibility. While using Lync, click the Transfer ( ) menu. Click one of your other numbers (such as your mobile phone). You can also click Another Person or Number to search for or select a contact to transfer to. The other parties won t hear a beep or a tone so no one will know you ve taken the call to go! 3

4 5 TAG YOU RE IT! You need that answer right away, but your colleagues are busy. With Lync, it s easy to find out the instant they re free. Tag them! Right-click a contact. Click Tag for Status Change Alerts. You ll be notified when his or her status changes to Available so you can get in touch. 6 ARE YOU STUMPED? Find the answer from an expert using Lync + SharePoint. No need to know who you re looking for. With a skills search, you can find the expert you need and look like a hero in the process. Start typing keywords in the search box. Click Skill and let Lync do the rest. Lync finds experts whose skills match in their SharePoint profile. With another click, you can be connected. 4

5 7 FEDERATION ISN T JUST FOR CAPTAIN KIRK. Federation* is the cool way Lync lets you connect with customers, partners, and vendors outside your company just like you do on the inside. Chat, meet, and share with outside parties using Lync plus, stay in touch over public IM networks such as Windows Live. Type the name or address of your contact in the search box. Hover over the search result, and then click the Add to Contacts button. 8 AT LUNCH WITH THE PRESIDENT. Your colleagues may envy your jam-packed schedule, but at least they know where you are thanks to Lync. With the activity update feeds, everyone stays informed about important milestones, including news about organizational changes. Click Activity Feeds ( ). Check the latest status for your contacts. *Administrators can enable federation with any other organization running Microsoft Lync 2010 or previous versions, including Microsoft Office Communications Server 2007and Microsoft Office Live Communications Server

6 9 YOUR RING WILL FIND YOU. Let your colleagues and customers know that no matter where you are, Lync can find you. You can set your incoming calls to simultaneously ring your phone and another number or contact. Plus, use Outlook to turn the ring feature on and off based on your business hours. At the bottom of the Lync window, click the Options menu. 10 BE UNFORGETTABLE. Impress everyone with how well you remember details as information flies by in a meeting. Just use Lync. You can easily record voice, video, and web meetings; then upload your audio notes to a SharePoint site for later reference. Click the More Options menu. Click Start Recording. Click Simultaneously Ring, and then choose a number. Click Call Forwarding Settings. Select Only apply these settings during my working hours specified in Outlook to apply callforwarding settings during the work hours specified in your Microsoft Outlook Work Calendar. Lync saves the recording. If you have SharePoint Server 2010 and the appropriate rights, you can save the recording to a web address, such as a SharePoint asset library URL. 6

7 LEARN MORE Count on more ways to benefit from Lync. Download Communications savings with Microsoft Lync 2010 for details. Call our Federal Government team us at (800) Call our State and Local Government team at (888) Send to Visit This document is provided as-is. Information and views expressed in this document, including URL and other Internet website references, may change without notice. You bear the risk of using it. This document does not provide you with any legal rights to any intellectual property in any Microsoft product. You may copy and use this document for your internal, reference purposes Microsoft Corporation. All rights reserved. 7