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1 Microsoft Lync: Getting Started User Guide for Cobb County Employees 2/18/2015 Created for: The Cobb County School District 514 Glover Street Marietta, Ga (770) Created by: CCSD Financial Services 440 Glover Street Marietta, GA 30060

2 Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as possible. Date Author Description of Changes 2/18/15 John McKearney Initial Document Microsoft Lync: Getting Started Page 2 of 27

3 Table of Contents... 1 Revision Chart... 2 Microsoft Lync... 5 Sign In... 6 Sign Out... 7 Add Contacts... 8 Create a Group...11 Video Calls...13 Start Video Calls Answer Video Calls Audio Calls...16 Make Audio Calls Answer Audio Calls Instant Messages...19 Start IM Conversations Send IM to Groups Respond to IM s Meetings...24 Schedule Meetings Join Meetings Microsoft Lync: Getting Started Page 3 of 27

4 Microsoft Lync: Getting Started Page 4 of 27

5 Microsoft Lync Microsoft Lync allows users to make video and voice calls through their computer to other Lync users. Users can also add contacts, conduct online meetings (pre-planned or on the fly audio, video, and web meetings), and even send instant messages. Microsoft Lync: Getting Started Page 5 of 27

6 Sign In Microsoft Lync appears on your task bar when the computer turns on. Click to sign-in. The login process is automatic. Microsoft Lync: Getting Started Page 6 of 27

7 Sign Out Click the X in the top right corner of Lync to exit the program. OR Click and Click Close. Microsoft Lync: Getting Started Page 7 of 27

8 Add Contacts You can add any CCSD employee to your contact list. Currently, CCSD does not allow users to add photos. 1. Select Add a Contact in the Lync main window, then Choose Add a Contact in My Organization. Microsoft Lync: Getting Started Page 8 of 27

9 2. Type the person s name in the search box. 3. Right-Click the name. 4. Click Add to Contacts List and Select a group to add the contact to. Microsoft Lync: Getting Started Page 9 of 27

10 OR 1. Type the employee name in the Search Field. 2. Right click on the employee. 3. Click Add to Contacts List in the Lync main window. 4. Select a group to add the employee to. Microsoft Lync: Getting Started Page 10 of 27

11 Create a Group 1. Select Add a Contact in the Lync main window. 2. Click on Create a New Group. 3. Type over New Group to create a new group name. Microsoft Lync: Getting Started Page 11 of 27

12 4. Press Enter to create a group. Microsoft Lync: Getting Started Page 12 of 27

13 Video Calls You can make face-to-face video calls with your contacts using the webcam and headphone/microphone that is installed on your computer. Start Video Calls 1. In the Lync main window, Double Click a Name in your Contacts List. OR 2. Type a person s name in the search field and Press Enter on your keyboard. Microsoft Lync: Getting Started Page 13 of 27

14 3. Click the Video icon to place the call. Answer Video Calls When someone calls you, an alert pops up on your screen. 1. To answer the video call, Click anywhere on the photo area. 2. To reject the call, Click Ignore. Microsoft Lync: Getting Started Page 14 of 27

15 3. Click the Camera Icon in the window to start your video. 4. Press Start My Video. If the video call is accepted, the conversation window expands to display the video. At any time, you can: Close the window or Click the end call button. Click Stop My Video. The audio will continue. Click End Video. The audio will continue. Microsoft Lync: Getting Started Page 15 of 27

16 Audio Calls You can make and receive phone calls with Lync, just like a traditional phone. Make Audio Calls 1. In the Lync main window, Double Click a Name in your Contacts List. OR 2. Type a person s name in the search field and Press Enter on your keyboard. Microsoft Lync: Getting Started Page 16 of 27

17 3. Click the phone icon to place the call. Answer Audio Calls When someone calls you, an alert pops up on your screen. Do one of the following: 1. To answer the call, click anywhere on the photo area. Microsoft Lync: Getting Started Page 17 of 27

18 1. To reply with an instant message instead of audio, Click Options, and then Click Reply by IM. 2. To reject the call, Click Ignore. Microsoft Lync: Getting Started Page 18 of 27

19 Instant Messages Lync instant messaging (IM) is an efficient way to connect with your contacts in real time and on a moment s notice. You can send an instant message from anywhere in Lync where you see a contact. Just check that the vertical bar on the left side of the picture is green and the Available label is displayed, indicating the person is ready for contact. Start IM Conversations 1. Right Click a name in the Contacts list and Click Send an IM. OR 2. Type a person s name in the search field and Press Enter on your keyboard. Microsoft Lync: Getting Started Page 19 of 27

20 3. Type your message in the text box and Press Enter on your keyboard to send the message. Send IM to Groups 1. Right-Click the group name in your Contacts list. 2. Click Send an Instant Message. Microsoft Lync: Getting Started Page 20 of 27

21 3. Type your message at the bottom of the conversation window. 4. Press Enter on your keyboard. Your message will go to all group members. Microsoft Lync: Getting Started Page 21 of 27

22 Respond to IM s When someone sends an IM conversation to you, an alert pops up on your screen. 1. To see the message, Click anywhere on the photo area. Click Ignore to reject the message and automatically send it to your Outlook inbox. Microsoft Lync: Getting Started Page 22 of 27

23 2. To write back, Type in the text input area. 3. Press Enter on your keyboard. Microsoft Lync: Getting Started Page 23 of 27

24 Meetings Lync can be used for scheduling and joining meetings. The process is very similar to the way you use Outlook. Schedule Meetings 1. Open Outlook, and Click on your calendar. 2. Click New Lync Meeting on the Home tab. Microsoft Lync: Getting Started Page 24 of 27

25 3. Set up the meeting as you typically would: Type the address of each person you re inviting in the To box. Type a name for the meeting in the Subject box. Select a start time and end time. 4. Type an agenda in the meeting area. 5. (Optional) On the Show group of the Meeting tab, Click Scheduling Assistant to make sure you have the best time for the meeting. 6. Click Send. Microsoft Lync: Getting Started Page 25 of 27

26 Join Meetings Joining a Lync Meeting is as simple as clicking the meeting link in a meeting request. 1. Click Join Lync Meeting when you open your meeting request. OR 2. In the Lync main window, Click the Meetings icon and then Click Join. Microsoft Lync: Getting Started Page 26 of 27

27 Troubleshoot: Your scheduled meeting link will not open in Firefox or Chrome. Solution: Copy the URL and paste it in an Internet Explorer address bar. Press Enter on your keyboard. Microsoft Lync: Getting Started Page 27 of 27