Lync Guide for Faculty and Staff

Lync Guide for Faculty and Staff Prepared for the faculty and staff of the School of Engineering, University of Connecticut, by: Engineering Computing Services School of Engineering University of Connecticut http://ets.engr.uconn.edu help@engr.uconn.edu 806-486-1821 Last Updated: February 25, 2011

Table of Contents Introduction...3 Who Can I Talk To?...3 Getting Started...4 Install a Webcam...4 Headsets...4 Install Lync...5 Sign-In to Lync...6 Control Your Presence...7 Add Your Picture...8 Find Your Colleagues...8 Communication Modalities...9 Instant Messaging...9 Voice and Video Conferencing... 10 Content Sharing... 12 File Sharing... 14 Mastering Meetings... 14 Scheduled Meetings... 14 Unscheduled Meetings... 18 Options for All Meetings... 18 Lync 2010 Options... 23 Contact List Organization... 23 The Contact Card... 25 The Activity Feed... 26 View Conversation History... 26 University of Connecticut Page 2

Introduction Engineering Computing Services has deployed an enterprise web conferencing platform, Microsoft Lync 2010. This software enables all faculty and staff to communicate with their colleagues in new and exciting ways, over a secure Internet connection from anywhere in the world. You can instant message (IM) your colleagues over a safe and encrypted connection. The client software integrates with your email account and Microsoft Outlook to enable you to easily control your privacy and overall experience. You can start a video chat with one or more of your colleagues for a quick face to face meeting without leaving your desk. You can share all or part of your desktop with your colleagues so that you can easily collaborate on a document, get help on a problem, etc. You can start or join web conferences with multiple attendees to collaborate on Microsoft Office documents, and more. You can invite colleagues outside of SoE or students to join your chats and video conferences. You can communicate with colleagues in other institutions that also use Lync or other IM networks (Google Talk, AOL, Windows Live, and Jabber) You can access Lync from your office, on the road with your laptop, or anywhere else that you can get an Internet connection. Who Can I Talk To? A communication tool like Lync is only useful if the people you need to communicate with it are also using it. Table 1 below details how you can effectively use Lync for collaborating with your colleagues, students, and even people outside of UConn. Population Faculty and Staff Students Other Colleagues Federated Organizations Can I Use Lync? All faculty and staff in the School of Engineering are licensed to use the full Lync client. Using the instructions on Page 8 you can find which of your colleagues are already using Lync. If they re not using Lync, ask them to join! ECS is also working with other departments at UConn to bring the Lync client to their faculty and staff. Lync is a great tool for communicating with students. Students are not currently licensed to use the full Lync client, but they can use the free Lync Attendee client to join meetings that you create. You can use the instructions on Page 14 to create a Meeting invitation that can be sent to your students. They can use the Lync Attendee Guide for Students to learn how to connect to your meetings. Anyone in the world can use the free Lync Attendee client, just like as described above for students. So, you can create meetings and invite your colleagues from other universities and companies. They can also use the Lync Attendee Guide for Students to learn how to get connected to your meetings. Many organizations around the world have also deployed the full Lync University of Connecticut Page 3

Table 1 client for their employees. Through a process called Federation, you may be able to use Lync to communicate with them, just as if they were on the Engineering network. For a list of known universities that are using the Lync client, and allow federation, visit the ETS web page: http://ets.engr.uconn.edu/helpdesk/lync/collaboration Getting Started Install a Webcam You can use the Lync 2010 software to exchange instant messages with no additional hardware requirements. If you'd like to participate in voice and/or video conferences, you will require a microphone and/or webcam. All laptop-integrated webcams should be compatible with Lync. If you require an external webcam, we recommend the following products: Microsoft LifeCam Studio - This webcam delivers 1080p* HD quality and is available through the UConn Co-op for $79.95. You can download the installation software for this webcam here. Microsoft LifeCam Cinema - This webcam delivers 720p HD quality and is available through the UConn Co-op for $59.95. You can download the installation software for this webcam here. Logitech HD Pro Webcam C910 - This webcam is compatible with both PCs and Macs, delivers 1080p* HD quality, and is available through the UConn Co-op for $89.95. To purchase any of these webcams through the UConn Co-op, please contact Olu Terebo at olu.terebo@uconn.edu or (860) 486-6991. (*These webcams can record video at 1080p, but video conferences through Lync are limited to 720p or lower, depending on network conditions.) Headsets You can use your computer s microphone and speakers to have a Lync conversation. You can also use a headset plugged into your computer to get slightly better audio quality. Almost any headset will work, but there are some models that are designed for Lync, with integrated volume controls and other nice features. Plantronics Logitech Microsoft University of Connecticut Page 4

Install Lync 1. Download the installation file from the ETS web site and save it to a convenient location: http://ets.engr.uconn.edu/helpdesk/lync/facultystaff 2. Close Outlook and any other open applications. 3. Launch the installation by double-clicking on the downloaded file. On Windows 7 and Windows Vista, you may be prompted by the User Account Control (UAC) to give permission to the installer. Click Yes if you see the prompt in Figure 1. 4. The installer will prompt you to confirm installation, click Yes, as shown in Figure 2. 5. You can now open the Lync software by clicking Figure 1 on the Start button, selecting All Programs, and clicking Microsoft Lync, then Microsoft Lync 2010 (see Figure 3). 6. The first time that you launch Lync 2010, a Getting Started screen will be displayed. Feel free to browse the topics displayed here, or use the information in this guide to learn more. 7. If your computer is joined to the SoE domain, you Figure 2 will be automatically signed into Lync. Otherwise use the instructions in the next section to learn how to login manually. Figure 3 University of Connecticut Page 5

Sign-In to Lync All faculty and staff can access the Lync 2010 software using the same username and password that they use to access their computer and email. If your computer is joined to the Engineering domain, then the software should automatically login without you having to enter your username or password, and you can skip the directions below. If you need to manually sign in because your computer is not on the Engineering domain, please follow these steps: 1. When prompted for your Sign-in address, enter your full School of Engineering email address, such as username@engr.uconn.edu (see Figure 4). Then, click Sign In. 2. When prompted for your User name, enter your SoE username in the form of username@ad.engr.uconn.edu. Then, enter your SoE password in the Password field and click Sign In. See Figure 5. Figure 4 Figure 5 University of Connecticut Page 6

Control Your Presence Your presence indicates to others your real-time availability by displaying one of a number of different colors next to your name. Lync 2010 automatically sets your presence based on your activity and your Microsoft Outlook calendar. For example, if you step away from your computer for a while, Lync will automatically change your presence to Away (yellow), indicating to others that you are not available for instant messaging, video, etc. Similarly, if your Outlook calendar indicates that you are in a meeting, Lync will automatically set your presence to Busy (red), so that people in your contact list know that you re unavailable. Table 2 below describes the different presence statuses that you will see. Presence Status Table 2 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. You are not working and are not available to contact. You would like to appear as though you have been away from your computer for a period of time. You can manually change your presence by clicking on the availability menu under your name, and then selecting a different status, such as Busy, as shown in Figure 6. You can also see in Figure 6 that the two users shown in this contact list have difference statuses, one is Offline, and the other is Away. Figure 6 University of Connecticut Page 7

Add Your Picture There are multiple ways to add your picture to Lync. If you are a School of Engineering faculty or staff, the best way to do this is to login to the Account Management web page (https://accounts.engr.uconn.edu) and click Upload a Picture, as shown in Figure 7. Figure 7 After you upload your picture, it will appear in Lync after about fifteen minutes. Another way to set your Lync picture is through the My Picture option menu. To access this menu, simply click on the picture box in Lync. Then, you can select Show a picture from a web address, and paste in the URL of a picture of you that is publicly accessible on the Internet (such as from Facebook, LinkedIn, or Gravatar). Then, click Connect to Picture, as shown in Figure 8. Figure 8 Find Your Colleagues Now that you re comfortable with controlling how others view your presence, it s time to find your colleagues in Lync and add them to your contact list. The easiest way to add your colleagues is to search for them in the search box, as shown in Figure 9. Figure 9 University of Connecticut Page 8

Once you find your colleagues, the Help Desk in this example, click on the arrow next to their name and select a contacts group to add them to, such as All Contacts, as shown in Figure 10. Or, create a new group using the Add to New Group option. Figure 10 Communication Modalities Instant Messaging The quickest way to communicate with your colleagues is through instant messaging. Instant messages are a text only communication method for fast and easy discussions. You may find yourself using instant messaging in place of emails and phone conversations, because of these benefits: Instant messages are fast and easy Because of presence, you know if the person you are messaging is available, unlike emails and phone calls. Instant messages don t have a quota like email, so you never need to worry about how many you send or receive. To send an instant message, simply double-click on a person in your contact list, and an instant message window will be opened. Then just type a message to your colleague and hit Enter on your keyboard to send the message. You can use the icons on the right hand side of your conversation window to control your message font, and also to insert emoticons, as shown in Figure 11. You will learn how to use the other features of an instant message window in the following sections. Figure 11 University of Connecticut Page 9

Voice and Video Conferencing Some conversations are best had face to face, and Lync 2010 enables you to do so with your colleagues from anywhere in the world. If you already have a message window open, you can easily add voice and/or video to the conversation using the buttons on the top of the conversation, Call and Video. You can also initiate a voice or video connection by right-clicking on a person in your contact list, and selecting either Call or Start a Video Call. A Call works just the same as a telephone call. The person on the other end of the conversation can hear your voice, but cannot see you. A Video Call includes both voice and video, so that both parties can see and hear each other. If someone sends you a request to have a voice or video call, you will see a notification window appear in the bottom right corner of your desktop, near the clock, as shown in Figure 12. Click on this notification to accept the call. In the case of a video call, your video is Figure 12 not automatically started, as a measure to help protect your privacy. In order to allow the person you re talking to see your video, click Start My Video on the upper left corner of your picture. When there are more than two users in a video conference, Lync automatically detects who is actively speaking and displays that person s video. University of Connecticut Page 10

Figure 13 below shows many helpful controls that can be used during a video call. Figure 13 University of Connecticut Page 11

Content Sharing In addition to communicating with your colleagues over instant message and video calls, you can also easily share content from your computer through Lync 2010. To share content, simply click on the Share button at the top of a conversation window, as seen in Figure 14. You can share the following kinds of content: Desktop This displays your entire desktop, and all running applications, to the other people in the conference. Monitors If you have multiple monitors on your computer, you will see the option to share the content of each monitor individually, as shown in Figure 15. Program Rather than share your entire desktop or a whole monitor, you can share a specific program that is open, such as Internet Explorer or Outlook. PowerPoint Presentation Lync has special support for PowerPoint presentations. When you select this option, your PowerPoint file is uploaded to the Lync server so that it can be easily streamed to the participants of your conference. Once it is displayed, you can paginate through the presentation, as well as annotate directly on it, using the tools displayed in Figure 16. New Whiteboard A whiteboard enables you and the other participants in a conference to do freehand drawings and note taking. New Poll A poll enables you to send a question to all participants in a meeting, and easily collect their responses. Figure 14 Figure 15 University of Connecticut Page 12

Figure 16 After you have shared more than one piece of content, you can view a list of all past content by clicking on the Share button, then Recent Content, as shown in Figure 17. You can use this list to toggle back and forth between the content you are presenting. Figure 17 University of Connecticut Page 13

File Sharing You can easily share files with people through Lync 2010. You can either drag and drop a file into a Lync conversation window or use the Send a file button in the top right corner, underneath the End call button. Mastering Meetings So far, all of the features that you have read about have been in the context of impromptu discussions. There is an additional concept of Meetings in Lync, which can be schedule or unscheduled. Meetings use the same interface as impromptu discussions, but introduce a few additional features: Meeting Rooms Each Lync user has their own Meeting Room which is identified by a unique URL. You can share this URL with anyone, and whenever they click on it, they are connected to your Meeting Room. You can control who is allowed to automatically enter your Meeting Room, versus who has to wait in the Lobby. When there are users in the lobby, you have the ability to either admit them or deny them. Content Persistence All scheduled Meetings shared the same meeting room URL. Each time you enter the Meeting Room, content from previous Meetings is still available, and will persist until deleted. You can also join the Meeting Room prior to the scheduled start time in order to pre-stage content. Recording Meetings can be recorded through Lync, whereas impromptu conferences cannot. These recordings can be shared with other users directly, or even posted for download on a web site. Attendees In all of the examples we ve seen so far, every member of an impromptu Lync conference is able to present content, such as PowerPoint. In a Meeting, the Meeting organizer has the ability to control who can share content. People who can share content are called Presenters, and those who cannot are called Attendees. Scheduled Meetings Scheduled meetings are created through Outlook. This feature works best on Outlook 2010, though 2007 will also work. To get started, click on the New Items button on the Home toolbar and select Online Meeting, as shown in Figure 18. You can then create the scheduled meeting with participants, a subject, etc. Figure 18 University of Connecticut Page 14

There are default settings for every meeting that control who can access the meeting, as well as who can present content. The default settings are: Who can access your meetings: People from my company Who can present content in your meeting: People from my company Both of these settings mean that any authenticated user of Lync, which would be all faculty and staff in the School of Engineering, can access your meeting and present content. For each meeting that you schedule, you will have to decide if this is an appropriate setting for the meeting. For example, these settings may be fine for a weekly discussion with your team members, but they may not be appropriate for a teaching session with your students. You can customize the settings of a meeting by clicking on the Meeting Options button on the toolbar while creating or viewing the meeting settings, as shown in Figure 19. You can also change these settings at any time during a meeting. Figure 19 Select the checkbox next to Customize access and presenters for this meeting to customize the settings. Table 3 and Table 4 describe what effect the different options have on your meeting. Access Options Option Who Waits in the Lobby When to Choose This Option Organizer only (locked) Everyone You don t want people viewing your handouts or PowerPoint slides before the meeting. People I invite from my company People from my company Everyone including people outside my company (there are no restrictions) Table 3 Unauthenticated users, such as students using Lync Attendee, and authenticated users you did not invite. Unauthenticated users, such as students using Lync Attendee No one You are discussing something sensitive or confidential. You want to exclude unauthenticated users, but no one else. You are inviting unauthenticated users, such as students using Lync Attendee. University of Connecticut Page 15

Presenter Options Option Who is a Presenter When to Choose This Option Organizer only Only the person who schedules the meeting. For presentations where the participants don t have to interact with the meeting content. You can designate additional People from my company Everyone including people outside my company (there are no restrictions) People I choose Table 4 Everyone you invite who are authenticated users, such as faculty and staff. Everyone you invite You and the participants you choose presenters during the meeting. For meetings where all authenticated participants should be able to present content. For meetings where everyone should be allowed to present content, including unauthenticated users, such as students. For meetings where there will be multiple presenters and you know who they will be. You can always add additional presenters during the meeting. After you decide on your meeting settings, click Send to deliver the meeting request to the participants. As the organizer of this meeting, you can access it at any time, not just during when it s scheduled. This allows you to pre-stage the content you will be sharing during the meeting so that your participants do not have to wait while you do so. At the time of your meeting, you and the other participants can join by opening the meeting in Outlook and clicking on the link Join online meeting. Alternatively, if you re using Outlook 2010, you can click on the Join Online button that will be displayed on the meeting reminder, as shown in Figure 20. Figure 20 University of Connecticut Page 16

When you join your meeting, you may see the Meeting Audio prompt displayed. Select Use Lync (integrated audio and video), select Don t show this again, and click OK, as shown in Figure 21. Figure 21 If at any time during your meeting there are people admitted to your lobby, you will see the notification displayed in Figure 22. You can either admit everyone to the meeting by clicking on the yellow Admit button, or manage people individually by clicking the individual Admit or Deny buttons next to their name. Figure 22 University of Connecticut Page 17

Unscheduled Meetings Unscheduled meetings can be started at any time by using the Meet Now option found by clicking on the down arrow on the top right of the Lync 2010 interface, as shown in Figure 23. You may also receive the Meeting Audio prompt from Figure 21 when starting an unscheduled meeting. At first, your new meeting will have only one participant, yourself. This is a great time to pre-stage the content you would like to share with future participants, by using the Share menu. Figure 23 Options for All Meetings People Menu The people menu can be accessed at any time during a meeting in order to invite additional people into the meeting, or to perform tasks related to the meeting participants. For example, you can click Make Everyone an Attendee to quickly and easily take Presenter status away from everyone but yourself. In order to invite additional people to the meeting, click on either Invite by Name or Phone Number or Invite by Email. Use the first option if you are inviting someone who is already in your contact list. Use the second option if you are inviting someone else, such as a student who is using the Lync Attendee client. Clicking this option opens up a new email message that you can send to the person. All they need to do is click on the link in the email message to join your meeting. To access the People menu, click on the person icon as shown in Figure 24. Figure 24 University of Connecticut Page 18

Access and Presenter Settings This is also a great time to configure the Meeting access and Presenters settings for this meeting. Like a scheduled meeting, these settings control who can access your meeting, and then who can present content. To access these settings, click on the blue hyperlink at the top of the meeting window, Join Information and Meeting Options, as shown in Figure 25. Figure 25 The meeting URL and other helpful information will be displayed. Click on Meeting Options, as shown in Figure 26. Figure 26 University of Connecticut Page 19

The default meeting options allow anyone to access your meeting, assuming they know the meeting URL, and anyone to present content. They also allow anyone to annotate on top of presentations. These settings may be appropriate for some meetings, and not others. If you would like to have a meeting where only you have control over the content that is displayed, such as a meeting with students, you can configure the settings as shown in Figure 27. Figure 27 University of Connecticut Page 20

Recording Meetings Anyone with Presenter status in a meeting can initiate recording. All recording is done on the local computer of the person who initiated it. Multiple people can record a meeting at once. To initiate a recording, click on the double-arrow icon on the right size of the paperclip icon, and then click Start Recording, as shown in Figure 28. Figure 28 After you initiate recording, other users in the meeting will be notified, as shown in Figure 29. Figure 29 University of Connecticut Page 21

You can pause or stop the recording at any time using the icons on the bottom right of the meeting window, as shown in Figure 30. Figure 30 When you stop the recording, you will see the dialog shown below in Figure 31. Under Recording title enter a descriptive name for this meeting so that you can easily identify it later. The default Lync recording format can only be viewed by users of the full Lync 2010 client. If you plan on distributing the recording, ensure that the Publish option is checked. This option saves the recording as a WMV file, which can easily be opened by most computers. This file can also be edited in post-processing tools and converted to other formats, such as Flash (for web distribution). Figure 31 You can also click on the Options button to change additional settings, such as what portions of the meeting are saved in the exported file (voice, video, instant message, etc.). Then, click OK to proceed. The WMV file will be created in the background. You will see the notification below in Figure 32 when it is ready to be accessed. Click on this notification to open the Microsoft Lync Recording Manager. Figure 32 University of Connecticut Page 22

Note Taking Microsoft OneNote is a powerful note taking tool that is included with Microsoft Office. You can launch OneNote directly from Lync so that you can take notes about the conversation or meeting that you re having. To do so, click on the double-arrow icon on the right size of the paperclip icon, and then click Take Notes Using OneNote, as shown in Figure 33. Figure 33 Lync 2010 Options Contact List Organization Contact Groups Contact Groups can be used to organize the people you communicate with in Lync. By default, there are two contact groups: Frequent Contacts and All Contacts. The Frequent Contacts group is automatically populated by the Lync client as it learns who you communicate with most. The All Contacts group is the default group in which new contacts are placed. As you contact more and more people through Lync, you will start to have a large contact list. You can create additional contact groups to logically separate people by whatever criteria makes sense to you (department, status, etc.). To create a new contact group, right-click on any existing contact group (such as All Contacts) and select Create New Group, as shown in Figure 34. Enter a descriptive name for this new contact group. Once it is created, you can drag and drop contacts into it from other groups. You can also rearrange their display order dragging and dropping them above or below each other. Figure 34 University of Connecticut Page 23

Display Options There are a number of ways that you can change the way your contacts are displayed. The default display option is Groups. This shows your contacts using the contact groups discussed in the previous section. You can also display your contacts by Status, or Relationship. Status displays your contacts organized by their presence information, such as Online, Away, etc. Relationship displays your contacts according to their relationship to you, as you define it through the Lync client. To change someone s relationship level, rightclick on their name in the contact list and select one of the options under Change Privacy Relationship. To change your contact list to a different display option, click on one of the blue titles above your contact list, as shown in Figure 35. Figure 35 Contact Details You can change what details are displayed about each individual contact, such as their picture, using the options menu in the top right of the contact list, as shown in Figure 36. Figure 36 University of Connecticut Page 24

The Contact Card Lync 2010 creates a contact card for each user, which is a small dialog window displaying a summary of contact information about that user. This dialog integrates with each of the Microsoft Office applications, so you ll start to see them while emailing colleagues in Outlook, or collaborating on documents in Word. To view a user s contact card through the Lync client, simply move your mouse over their name. The icons on the bottom of the contact card can be used to initiate an email, an instant message, etc. You can also click on the down-facing arrow on the bottom right of the contact card to see even more details about this person, as shown in Figure 37. Figure 37 After installing Lync, you will notice that you will see the presence bubble next to names in other Microsoft Office applications. You can hover over these bubbles to open the user s contact card, and then use the contact card to initiate instant messages, etc. In Figure 38 below, you can see that this Outlook 2010 new email message includes the presence information for the user, as well as the contact card. Figure 38 University of Connecticut Page 25

The Activity Feed You can view a list of recent activity by people in your contact list through Lync. This activity includes any messages that they share using the activity window in Lync, or any Out of Office messages that are set by your contacts. In order to view the activity feed, click on the icon shown in Figure 39. Figure 39 Update your activity by entering a short message at the top of the Lync client where it says What s happening today?. View Conversation History Lync stores a copy of all your instant messages. View these by browsing to the Conversation History folder in Outlook or by clicking on the Lync icon shown below in Error! Reference source not found.. This icon will display a numeric indicator if you have missed any calls, as shown in Error! Reference Figure 40 source not found.. University of Connecticut Page 26