Using Microsoft Lync for Web Conferencing, Training & Support

Transcription

1 Using Microsoft Lync for Web Conferencing, Training & Support A Demonstration of Lync Features 28 May 2014

2 What is Lync? Microsoft Lync is a communications and collaboration tool available to Exchange and Office 365 users. It can be used for instant messaging (IM), audio and video calling, rich online meetings, and extensive web conferencing capabilities. Note: Exchange = staff, faculty and some grad students Office 365 = undergraduate students This demonstration focuses on Lync 2013 for Exchange users (For other versions of Lync, see this Lync Comparison Chart)

3 Where is Lync? If you are using Office 2013 for Exchange, it should already be installed. You ll find it in your Microsoft Office program files. If you re not using Office 2013, you can download it from the Software Centre in MyQueensU. Not ready to switch to Office 2013? You can also download a standalone version of Lync from MyQueensU. (There is a version for Mac there as well.)

4 Where is Lync? Once installed: Log into Lync using your Queen's address and password. (Must be your address) By default, Lync will automatically start up when you log on to your computer. You can change this setting, plus many others, in the Options menu.

5 Getting Started: Options Menu If you can t figure out how to change a setting, try looking in the Options menu. Access it using the gear icon:

6 Getting Started: Options Menu Most of your settings are found here. This is where you can: Change program display options and alerts Manage integration with Outlook and other programs (calendars, conversation history, location) Configure sounds, audio and video settings Choose where to save files and recordings

7 Types of Meetings Informal or impromptu - Example: remote training & support Just double-click a contact to start an IM. Add other contacts by dragging them into the message window, or using the Participants icon at the bottom of the window. Formal or scheduled - Example: online meeting or webinar You can set up a Lync Meeting in your Outlook calendar, much like any other meeting. This gives you more control over how attendees can join, who can present, audio/video settings, etc.

8 Lync Meetings in Outlook To set up a Lync Meeting in your Outlook calendar, use the New Lync Meeting button. If it s not there, you need to enable the Lync Meetings Add-in In Outlook, go to File > Options > Add-Ins. Look for it in the list under Inactive Application Add-ins. If it s there, go down to Manage, make sure COM Add-ins is selected, and click Go. Check the box for it in the list, and click OK.

9 Presentation Options The presentation icon: Lets you share: your desktop (all monitors) an open program a PowerPoint presentation a whiteboard session a poll a Q & A session

10 Presentation Options Things to Note Choosing All Monitors for presentations is not recommended. Shows your full desktop, including multiple monitors. Poor resolution on small screens, and any alerts will display. (Unless you change your settings to prevent it. See: Do Not Disturb) Better used for support and troubleshooting, and when you need to switch between multiple applications. Consider presenting a program or secondary monitor. Others will see only that program, document or screen, and nothing else.

11 Other Things to Note Lync will remember the items you ve shared, so you can return to them anytime in the meeting. By default, any participant can be a presenter or take control of the presentation. This can be changed in the meeting settings. You can also set up a virtual lobby to manually give users access when you re ready to start the meeting. For best results, use a wired connection - especially for remote audio/video calls (outside of the network or in other cities.)

12 Help & Reference: ITServices Resources Tutorials & Quick Start Guides - Includes links to Microsoft videos Lync 2013 Quick Start Guide Lync 2011 for Mac Understanding Presence & Privacy Lync Quick Tips - Tips and tricks for getting the most out of Lync Lync FAQs - For specific issues encountered when using Lync

13 Microsoft Resources Training courses for Lync Video tutorials for: Setting up Lync Presence, IM, and Contacts Make Audio and Video Calls Make the switch to Lync 2013 (from Lync 2010) Schedule, Join, and Conduct Lync Meetings

14 Microsoft Resources Some other helpful guides on using Lync for online meetings: Best Practices for a Lync Meeting (For Lync 2013) (There s also a version for Lync 2013 for Office 365) Includes information on: Preparing for a Lync meeting Sending meeting requests Sharing documents, your desktop and programs Configuring audio/video and recording a meeting