Microsoft Lync for MAC The Essentials Training User Guide Sue Pejic Training Coordinator Information Technology Services Email : spejic@swin.edu.au Mobile : 0419 891 113
Table of Contents What is Lync for Mac?... 4 What do users get with Lync for Mac?... 5 Instant Messaging & Presence... 5 What's New in Lync for Mac... 6 Improved, unified, and an easier to use user interface... 6 Contacts enhancements... 7 Improved Call Controls... 9 Improved online meeting experience... 10 Improved scheduling and joining online meeting experience... 10 Improved sharing experience... 11 Audio & Video Conferencing... 13 Get integrated audio, video, and web conferencing.... 13 Send an instant message to one person... 14 Add more contacts to a conversation... 15 Receive an instant message invitation... 15 Make an audio call in Lync... 16 Make a video call in Lync... 18 Lync Contacts... 19 Add a contact from the global address list... 19 Add a contact from Windows Live, AOL, or a federated network... 19 Block a contact... 19 Delete a contact... 19 Create a group... 20 Edit a group... 20 Delete a group... 20 Share a desktop... 21 Share your desktop... 21 Stop desktop sharing... 21 Accept or decline a desktop sharing invitation... 21 Replace a shared desktop with your own desktop... 21 2 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Take control of a shared desktop tant... 22 Participate in an online PowerPoint presentation... 23 Transfer a file... 24 Send a file... 24 Receive and open a file... 24 Change the folder that stores received files... 24 3 Outlook Lync for MAC Swinburne University of Technology Version 1.0
What is Lync for Mac? Lync for Mac 2011 is the new rich client for Lync users on the Mac platform and offers integrated functionality for instant messaging, presence, conferencing and voice. Lync for Mac is designed to work with both Lync Server 2010 and Lync Online to help you: Control communication costs Improve user productivity Gain operational efficiencies Collaborate effectively 4 Outlook Lync for MAC Swinburne University of Technology Version 1.0
What do users get with Lync for Mac? Instant Messaging & Presence Help users connect using the right tools at the right time By simply looking at a contact name and the presence icon associated with that person, you can see whether a person is available, in a meeting, or out of the office so you can determine the best way to communicate with them. Presence can display user status which can be set by a user or automatically based on calendar, login status, and more. Users can gain greater context with data such as published phone numbers and photos through a streamlined contact card experience. Real-time presence information based on calendar information, login status or set by the user. Presence available in client applications in e-mail, coauthoring and document scenarios. Instant information with contact cards including photos. Enhanced instant messaging with colleagues on different platforms and the ability to invite multiple parties to join the same conversation. 5 Outlook Lync for MAC Swinburne University of Technology Version 1.0
What's New in Lync for Mac Lync for Mac provides many new and enhanced features that you have used in Communicator. Improved, unified, and an easier to use user interface Get easy access to presence, instant messaging, voice, and audio, video, and online meeting. You can now join, accept, decline, or redirect the meeting invites, audio/video calls and instant messages right from the invite alerts. You can see and monitor the meeting roster for participants who are having difficulty with audio, video, or sharing connections during online meetings. 6 Outlook Lync for MAC Swinburne University of Technology Version 1.0
The Contacts list is enhanced with additional customization and search features. See the Contacts enhancements section below. Contacts enhancements You can now see the corporate or custom pictures of the people in your organization for quick identification. Lync allows you to search for a contact by name or email address and add them to the Contacts list. You can view the contacts in your contact list by Display Name or by groups. 7 Outlook Lync for MAC Swinburne University of Technology Version 1.0
While you are working, you can click over a status icon to see the contact card for your contact. The contact card shows the presence status for the contact in more detail, and gives you several communication options, such as sending an instant message, or starting an audio or video call. You can add contacts to the Pinned Contacts group to quickly access the contacts you most frequently converse with. 8 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Improved Call Controls Lync offers call forwarding settings that can be easily configured by users. Users can set up call forwarding settings to do the following: Forward calls Simultaneously ring this additional number Redirect unanswered calls Incoming calls can be forwarded to another number such as a mobile phone, to a new phone number specified by the user, to another contact or voice mail. If users are mobile or between phones during their work day, they can configure call forwarding settings to ring an additional number at the same time that their default phone number rings. They can also use the Simultaneously ring feature to ensure that they receive phone calls on their mobile phone, even if they are not logged on to Lync on their computer. Users can configure call forwarding settings to specify that if a call is not accepted within a specified time interval, the call is redirected to another number, contact, or voice mail. Use the dial pad on the Phone tab or the search field in the Contacts tab to place a call to a number. You can add outside phone numbers to your Contact List so that you can conveniently call people, such as friends and family members, who do not have Lync. You can type a phone number in the Search box and then add it to your Contact List. You can now make audio and video calls to your Windows Live Messenger contacts. 9 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Improved online meeting experience With Lync you can now use a single program for instant messages and online meetings. Meeting organizers now control who gets directly into a meeting and who waits in the lobby. Any presenter can admit or decline people who are waiting in the lobby. Improved scheduling and joining online meeting experience Now, scheduling a meeting and inviting others is quicker and more streamlined. The Meet Now command lets you start an impromptu online meeting, with the click of a mouse. Or, you can use Microsoft Outlook to schedule a new online meeting, invite others, and join a meeting. You can also join a meeting from an instant-messaging (IM) conversation. Also, users without access to a computer who want to join an audio conference can now call into the conference using a regular mobile, desk, or home phone. When you schedule an audio conference 10 Outlook Lync for MAC Swinburne University of Technology Version 1.0
by using the Conferencing Add-in for Outlook, you can add a conference call number to the conference. The Outlook invitation contains the dial-in information. Participants can use any phone to dial into the conference and enter the conference ID and PIN when prompted. After the participant joins the audio conference, he or she appears in the conference roster. Improved sharing experience You can start a desktop-sharing session at any time during a conversation. For example, if you have a document, slide deck, or application that you want to present to others in the conversation, you can start a desktop sharing session. When you start the session, all participants can see the tasks that you perform on your desktop. You can request control to a desktop-sharing session initiated by Windows Lync. You can add audio and video to the desktop session and see participants from around the world at their desks. Share files during a group conversation or desktop sharing session by either dragging or attaching the file into the conversation window. 11 Outlook Lync for MAC Swinburne University of Technology Version 1.0
You can join a PowerPoint presentation initiated from a Windows desktop. You can take control of this presentation and make it available to either just the presenters or to everyone who joins the group conversation. 12 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Audio & Video Conferencing Get integrated audio, video, and web conferencing. Users can make computer-to-computer audio and video calls. They can also conduct conference calls by inviting multiple contacts to join the conversation or initiating a meeting from within Outlook for Mac 2011 or Lync for Mac 2011. Support for Lync Server 2010 and Lync Online through Office 365 conferences from a Mac. Create, moderate, and join ad hoc collaboration sessions and online meetings. Set up online meetings from Microsoft Outlook for Mac 2011. Desktop sharing to enable collaboration between users. Descriptive roster results for a more robust meeting experience 13 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Send an instant message to one person 1. Sign in to Lync. 2. On the Contacts tab, do one of the following: To send a message to An existing contact who is online Do this Double-click the contact. Available contacts display a green bar or icon. A person who is not in your contact list On the Contacts tab, in the Find a contact or dial a number box, type the person's e-mail address, and then double-click the contact. To add this person as a contact, click the person's avatar in the conversation window, and then click. In the lower part of the conversation window, type your message, and then press RETURN. Notes You can add contacts to a conversation. However, you must start the conversation with a single contact. Each message can be up to 8,000 characters long. 14 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Add more contacts to a conversation After you start a conversation, you can invite additional contacts to join. 1. In the conversation window, on the pop-up menu, click Invite by Name or Phone Number. 2. Select the contact who you want to invite, and then click OK. Notes To invite a person who is not in your contact list, in the search box, type the person's e-mail address or phone number. A total of 100 people, including you, can take part in a conversation. Receive an instant message invitation When someone sends you an instant message, an instant message alert appears in the bottom-right corner of your computer screen. 1. Click Accept in the invitation alert. 2. In the conversation window, type your response in the message area, and then press RETURN. 15 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Make an audio call in Lync You can use Lync for Mac to talk to contacts in your network. You can also conduct conference calls by inviting multiple contacts to join the conversation. During an audio call, you can also use Lync to send files and text messages. To use audio calling, both you and your contact must have a microphone and either speakers or headphones. If your computer doesn't have a built-in microphone, you can purchase a Maccompatible microphone for your computer. To learn about how to set up these devices, see Mac Help. To 1. Do any of the following: Call a contact not in your contact list or to call a contact's alternate number Call a contact in your Contact List To Do this 2. After your contact accepts the call, talk into the microphone. 3. Do any of the following: Do this On the Phone tab, in the Dial a phone number box, enter a phone number or an alphanumeric number on the keypad. On the Contacts tab, select a contact, and on the Contact menu, click Call, and then click the number that you want to call. To invite other contacts to the audio call On the pop-up menu, click Invite by Name or Phone Number, and then either select the contact you want, or in the search box, enter a phone number or e-mail address. Add video to the call Adjust the volume Put the audio call on hold so that no sound is sent or received Transfer the call End the audio part of the call but leave the message window open Use the touchtone feature while in a call Mute the call Leave the conversation completely Click. Drag the volume slider. Click. Click, click Other Person or Number, and then either select the contact you want, or in the search box, enter a phone number or e-mail address. Click. Click. Click Close the conversation window. Notes If you are in a text conversation with a contact, you can add audio and video to the conversation. In the conversation window, click or. 16 Outlook Lync for MAC Swinburne University of Technology Version 1.0
When you save a conversation in Conversation History, only the text portion is saved. Audio and video aren't saved. 17 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Make a video call in Lync You can use Lync for Mac to make video calls to contacts in your network. You can also conduct video conference calls by inviting multiple contacts to join the conversation. During a video call, you can use Lync to send files and text messages. To use video calling, both you and your contact must have a webcam, a microphone, and either speakers or headphones. If your computer doesn't have a built-in webcam and microphone, you can purchase a Mac-compatible device to attach to your computer. To learn about how to set up these devices, see Mac Help. To 1. On the Contacts tab, select a contact, and on the Contact menu, click Start a Video Call. 2. After your contact accepts the call, talk into the microphone. 3. Do any of the following: Invite other contacts to join the video call End the video and audio parts of the call, but leave the message window open Put audio and video on hold or resume a call Change the video to full-screen mode or back to regular size Mute or unmute your microphone Adjust the volume Do this On the pop-up menu, click Invite by Name or Phone Number, and then either select the contact you want, or in the search box, enter a phone number or e-mail address. Click. Click. Click. Click. Show or hide all participants or yourself during a conversation Click. Change to an audio-only call Leave the conversation completely Drag the volume slider. Click. Close the conversation window. Notes If you are in a text conversation with a contact, you can add audio and video to the conversation. In the conversation window, click or. When you save a conversation in Conversation History, only the text portion is saved. Audio and video aren't saved. 18 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Lync Contacts Add a contact from the global address list 1. Sign in to Lync. 2. On the Contacts tab, in the Find a contact or dial a number search box, type the email address of the person who you want to add. 3. When you see that contact in the search results, click the Add button next to the contact. Add a contact from Windows Live, AOL, or a federated network You can exchange instant messages with people who use these networks. You can also audio and video chat with your Windows Live contacts. 1. Sign in to your corporate account. 2. On the Contacts tab, in the Find a contact or dial a number search box, type the e-mail address of the person who you want to add. 3. Click the Add button next to the contact. Note When you add a contact who has a Windows Live, Hotmail, or AOL ID, the contact information is added to the Office Address Book. After a contact is in the Office Address Book, you can send e-mail to the contact from Outlook for Mac 2011. Block a contact When you block a contact, that person cannot see your online status or send you messages. 1. Sign in to Lync. 2. On the Contacts tab, select the contact that you want to block, and then on the Contact menu, click Block. Note To unblock a blocked contact, select the contact, and then on the Contact menu, click Unblock. Delete a contact 1. Sign in to Lync 2. Hold down CONTROL and click the contact in the contact list, and then click Remove from Contacts List. 3. Click Delete. 19 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Create a group 1. Sign in to Lync. 2. Click the contact list to make sure that it is the active window. 3. On the Contact menu, click Create New Group. 4. Type a name for the group. 5. Drag the contacts whom you want into the group. Edit a group You can edit a group name and the contacts within a group. 1. Sign in to Lync. 2. Click the contact list to make sure that it is the active window. 3. Click the View button, and then click View by Group. 4. Do any of the following: To Rename a group Change which contacts are in a group Copy a contact to another group Remove a copied contact from a group Do this Hold down CONTROL, click the group name, and then click Rename Group. Drag contacts between groups. Hold down OPTION as you drag the contact between groups. Select the contact, and then on the Contact menu, click Remove from Group. Delete a group 1. Sign in to Lync. 2. Click the contact list to make sure that it is the active window. 3. Click the View button, and then click View by Group. 4. Drag the contacts from the group that you want to delete to another group. 5. Select the group, and then on the Contact menu, click Delete Group. The Lync contact card provides details about the contact s online status and their availability based on their calendar information. You can view the contact card for someone in your organization from the following Office for Mac 2011 applications: Lync, Outlook, Word, and PowerPoint. The Contact Card also provides a launch point for connecting with a contact. For example, you can start an instant messaging conversation, call the contact, schedule a meeting, or e-mail the contact. To view a Contact Card, on the Contacts tab, click the photo next to the contact's name. 20 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Share a desktop You can share your desktop with your contacts at any time during a conversation. For example, if you have a presentation slide deck or a document that you want to present to your contacts, you can start a desktop sharing session right from your conversation window. When you share your desktop, other users who are invited to take part in the desktop sharing session can view all the tasks that you are performing on the shared screen. Share your desktop 1. In the conversation window, click, and then click Desktop. The desktop sharing window opens, and a highlighted frame appears around your entire desktop to indicate that the desktop is currently visible to other participants. Note To invite other contacts to the desktop sharing session, click Phone Number, and then select a contact., click Invite by Name or 2. In the participant's conversation window, the Desktop sharing invitation message appears. The participant clicks either Accept to join the desktop sharing session or Decline to decline the desktop sharing invitation. Stop desktop sharing In the desktop sharing window, click the pop-up menu, point to the desktop that you want to stop sharing, and then click Stop Sharing. Accept or decline a desktop sharing invitation If you see the desktop sharing invitation in the conversation window, click Join to join the desktop sharing session, or click Ignore to decline the desktop sharing invitation. Replace a shared desktop with your own desktop Only one desktop can be shared at a time. You can replace a shared desktop with your desktop so that session participants can then view your desktop. In the desktop sharing window, click the menu, and then click Share New Desktop. pop-up Note If you have already started sharing your desktop during this session, you can click the Share Now. pop-up menu, point to your desktop, and then click 21 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Take control of a shared desktop tant This feature is available on Lync for Mac only if the desktop sharing session is initiated from a Windows-based computer. You can request control of a shared desktop at any time if the sharer allows participants to request control. In the desktop sharing window, click the menu, point to the current desktop, and the click Request Control. pop-up 22 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Participate in an online PowerPoint presentation You can participate in a PowerPoint Presentation meeting that has been initiated from a Windowsbased computer, and if needed, you can take over as the presenter of the meeting. 1. When you receive a sharing invite alert, click. 2. In the Group Conversation window, do one of the following: To Take control of the presentation Make the presentation available to everyone who joins the meeting Save the uploaded presentation Do this Click the currently shared presentation name pop-up menu, point to the presentation, and then click Take Over as Presenter. Note To take over as the presenter, your Windows counterpart should set Online Meeting options in Windows Lync to make you a presenter. Click the currently shared presentation name pop-up menu, point to the presentation, and then in the Make Available To menu, click Everyone. Click the currently shared presentation name pop-up menu, point to the presentation, and click Save As. 23 Outlook Lync for MAC Swinburne University of Technology Version 1.0
Transfer a file You can use Lync to exchange files with a contact who is online. Note You can exchange files only with contacts within your corporate network. Send a file In the conversation window, click, locate the file that you want, and then click Send. Notes If you are behind a firewall, you might be unable to use Lync to send files to contacts outside the firewall. Also, network administrators can block sending and receiving files within an organization. You can also drag a file into the conversation window to send it. Receive and open a file When a contact wants to send you a file, a request will appear in the conversation window. To receive a file, click Accept. Change the folder that stores received files 1. On the Lync menu, click Preferences and then click General. 2. Under Downloads, click Change. 3. Select the folder that you want, and then click Open. 24 Outlook Lync for MAC Swinburne University of Technology Version 1.0