1 Getting Started Sign in and get started If you re already logged on to your organization s network, sign in by starting Lync. 1. On the Windows taskbar, click Start, click All Programs, click Microsoft Lync, and then click Microsoft Lync When the Lync main window opens, if you see your name and your presence status, you re signed in. 2. Click the availability menu under your name, and then either click your presence status, or click Reset Status to let Lync set it automatically, based on your activity and Microsoft Outlook Calendar. Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
2 Change your presence status Open Lync and, in the main window, click the availability menu under your name, and then select a different status, such as Be Right Back. The following table describes the presence status that other people see for you and what the status means. PRESENCE STATUS Available Busy Do not disturb Be Right Back Away Off Work Offline Unknown DESCRIPTION You are online and available to contact. You are in a Lync call, or, according to your Outlook Calendar, you are in a meeting, and you shouldn t be interrupted. You don t want to be disturbed and will see conversation notifications only if they are sent by someone in your Workgroup. You are stepping away from the computer for a few moments. Your computer has been idle for a period of time (15 minutes by default). You are not working and are not available to contact. You are not signed in. If you have blocked individuals from seeing your presence, you ll appear offline to them. Your presence is not known. If others are not using Lync as their instant messaging (IM) program, then your presence might appear unknown to them.
3 Let other people know what s happening today In the main window, click the note box above your name, and then type a note, such as Working from home or Working on a deadline, please IM instead of stopping by. Set your location In the Lync main window, under your presence status, Lync displays a location that is related to the network that you re connected to. You can make this location more meaningful by renaming it Work or Home. Then, every time that you re working from this location, any contacts you want to share this information with will have a better idea of where you are.
4 Contacts Build your Contacts list Add people to your Contacts list if you ll be contacting them often or if you just want to keep track of them. 1. In the Lync main window, type the person s name or address in the search field. 2. In the search results, right-click the person. 3. If you ll be contacting the person often, click Pin to Frequent Contacts. 4. Add them to a group by clicking Add to Contacts List, and then clicking the group name, or, if you haven t created groups yet, click Add to New Group, and give the group a name. You can add more contacts to this group later. Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
5 Create a group In the Lync main window, in your Contacts list, right-click any group name (for example, Frequent Contacts), click Create New Group, and then give the group a name. Add people to a group In your Contacts list, do one of the following: Drag contacts into a group. Search for a contact, and, in the search results, right-click the person, click Add to Contacts List, and then click the new group name.
6 Send an instant message to a contact or group In your Contacts list, point to the contact or group, and wait for the contact card to open. In the contact card, click the IM button.
7 Instant Messaging Invite additional people to an IM conversation In the conversation window, click the People Options menu, and then click Invite by Name or Phone Number. You can also drag contacts or groups from the Contacts list into the conversation window to add them. Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
8 Use voice and video Use voice and video If you have a microphone and speakers, you re ready to use Microsoft Lync communications software for voice calls. You can also plug in any device recommended by your organization, such as a USB headset, USB phone, or handset; Lync automatically configures your settings. Select your audio devices To select your audio devices: 1. Open Lync, and, in the lower-left corner of the Lync main window, click the audio device menu. 2. Either select the audio devices that you want to use, or click Audio Device Settings to set up a new audio device. Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
9 Find the right person The search box is the first place to go to find the people you need to contact. 1. In the Lync main window, in your Contacts list, start typing a person s name in the search box. Results will appear below the search bar. 2. Or- do any of the following: If you see who you re looking for, double-click the contact to send an instant message. To add the contact to your Contacts list, point to the contact, click the Add to Contacts button, then select the appropriate contact group. Place a voice call You can start a phone call with one simple click. 1. In your Contacts list or search results, point to the contact, and then click the Call button. A new conversation window opens.
10 Start a conference call To call multiple contacts: 1. In your Contacts list, press and hold Ctrl, and then click the contacts you want to call. 2. Right-click any one of the selected contacts, and then click Start a Conference Call. Answer a call When you get a call, an incoming call notification is displayed in the lower-right corner of your computer screen. Do any of the following: 1. To answer the call, click anywhere in the incoming call notification. 2. To redirect it to a different number, click Redirect, and then select a number. 3. To send the call to voice mail, click Decline.
11 Add video to a conversation If you have a webcam set up, you can choose to allow your contact to see you as you speak. To set up a webcam, see the previous section, Plug in a webcam. 1. In the conversation window, click the Video button. The video call starts. You can continue to send instant messages to the call recipient and also other contacts. NOTE If you accept someone s incoming video call, they won t see you unless you add video from your side of the conversation
12 Invite other people to the conversation To invite other people to a conversation already in progress, do the following: 2. In the conversation window, click the People Options menu. 3. Click Invite by Name or Phone Number, click the contact you want or search for, and then click OK. (If someone is available by phone only, type the phone number.)
13 Call controls Use the call controls In a conversation window, during a Lync call, use the call controls to do any of the following: 1. To put a call on hold, click the Hold button. 2. To send your call to another phone or merge the call with another conversation, click the Transfer menu. 3. To end a call, click the Leave Call button. Other controls enable you to mute your microphone or speakers, display a dial pad, and switch devices. Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
14 Forward your calls Will you be away for a while? You can send callers directly to your voice mail or to anyone you want to handle your calls while you re out. If you make an emergency services call, your call forwarding rules are turned off for 120 minutes. You can reset them at any time. If you haven t already done this, specify your various phone numbers in Phones options.
15 Whether you need to temporarily route all callers to voice mail or to your mobile phone or you have others ready to field calls for you, it s easy to set up complete forwarding rules in Call Forwarding options Or, at any time, you can select your forwarding action from the call forwarding menu at the bottom of the Lync main window. Redirect calls to another number Sometimes you might want to redirect a call to voice mail or another phone, before you answer it. When you see the incoming call notification, click Redirect.
16 Voice mail Listen to voice mail Did you miss a call? The Phone view lets you know and also lists your voice mail messages. The tab glows and displays the number of missed calls. Point to a voic message, and then click the green arrow to hear it, or if you want to, call the person back. You can also set voice mail options, such as your recorded greeting. Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
17 Online Meetings Start an unscheduled meeting using Meet Now To start an unscheduled meeting by using the Meet Now command, follow these steps: 1. Open Lync, and in the Lync main window, click the Show Menu arrow to the right of the Options button, and then click Meet Now. 2. In the group conversation window, click the People Options menu, and then do one of the following: To invite people from your Contacts list, click Invite by Name or Phone Number, type a phone number or select Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
18 one or more contacts, and then click OK. To invite people by sending an , click Invite by , and then fill out the meeting request. Join an unscheduled meeting You may be invited to an unscheduled or Meet Now meeting or to a meeting that is already in progress: In the notification that appears in the lower-right corner of your screen, click Join. Schedule an online meeting or conference call To create an online meeting or conference call request, follow these steps: 1. Open Microsoft Outlook, and, in Calendar, on the Home tab, click New Online Meeting.
19 2. In the meeting request, in the To box, type the addresses of the people you want to invite to the meeting, separated by semicolons. 3. In the meeting request, 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. NOTE Do not modify any of the existing text in the meeting request. Doing so may prevent people from joining the meeting. 5. In the meeting request, on the Meeting tab, in the Show group, click Scheduling Assistant. Use the Scheduling Assistant to ensure that everyone is available during the time you choose. 6. In the meeting request, in the Online Meeting group, click Meeting Options, and then accept or change the default options as required
20 Join a scheduled online meeting or conference call To join a scheduled meeting or conference call, do the following: 1. In the Outlook Calendar, open the meeting you want to join. 2. In the meeting request, click Join online meeting.
21 Invite people who don t have Lync 2010 installed People inside or outside your organization can join a Lync meeting or conference call from a computer that does not have Lync installed. When the person you invite opens the meeting request and then clicks the Join online meeting link, they see one or more of the following choices, depending on how your organization or the organization of the person you re inviting is configured: JOIN OPTION Join the meeting using your web browser Download and install Lync Attendee Use Communicator ALTERNATE MEETING CLIENT Microsoft Lync Web App Important Lync Web App requires the most current version of the Microsoft Silverlight browser plug-in. If Silverlight is not already installed, you must have administrator privileges to install it. Lync 2010 Attendee Microsoft Office Communicator 2007 R2 or Microsoft Office Communicator 2007
22 Sharing Start sharing activities It takes only a couple of clicks to share your screen with a colleague in another location, give a formal Microsoft PowerPoint presentation, or share ideas on the whiteboard. Share your desktop or monitors 1. In the Lync main window, in your Contacts list, double-click a contact s name. 2. When the conversation window opens, click the Share menu. 3. Choose which monitors to share. Getting Started Contacts Instant Messaging Voice & Video Call Controls Voic Online Meetings Sharing
23 NOTE Whenever you re actively sharing or presenting, a bar is shown at the top of the window that reads You are sharing. Choose a program to share Sometimes you want to share only a single program and its windows. 1. In the conversation window, click the Share menu, and then click Program. 2. In the Share Programs dialog box, double-click the program that you want to show. NOTE Whenever you re actively sharing a program, a bar is shown at the top of the window that reads You are now sharing and a glow appears around the program window indicating what is being shown. Stop sharing your desktop, monitors, or programs On the sharing bar at the top of your screen, click the Stop Sharing button.
24 Give someone control of your desktop When you start sharing your desktop, a monitor, or a program, you re the only one in control. When you re ready, you can allow others to use their own mouse and keyboard to navigate and make changes on your computer. You can take back control at any time. On the sharing bar, click the Give Control menu, and then do one of the following: To allow anyone in the meeting to automatically take control of your computer, click Automatically accept control requests. To give control only to an individual, click the person s name under Attendees. NOTE If you choose an individual, this person can immediately control your mouse and make edits using their keyboard. If you choose Automatically accept control requests, people automatically get control when they click Request Control. Take back control at any time 1. On the sharing bar, click the Give Control menu. 2. If Automatically accept control requests is selected, click it to clear it or, to take back control from an individual, click Take Back Control.
25 Give a PowerPoint presentation with confidence Giving a prepared presentation to a group, you most likely want to control the content, pace, and what s being shown at all times. 1. In the Lync main window, in your Contacts list, double-click the contact s name. 2. In the conversation window, click the Share menu, and then click PowerPoint Presentation. 3. In the Present PowerPoint dialog box, double-click the PowerPoint presentation that you want to present. As soon as the content is converted and uploaded, the other participants can see your presentation. NOTE Whenever you are presenting, a bar is shown at the top of the window that reads You are now presenting. Stop presenting On the sharing bar, click Stop Presenting.
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