Lync 2013 training - Mac

Lync 2013 training - Mac The training is structured in several blocks. Sign in audio and video device settings Making a call with Lync, call forwarding, availability and integration with Exchange Instant messaging (IM), share your desktop, how to call regular phone numbers and handling groups in Lync Meetings in Lync, Lync WebApp and recordings Support and Lync help Discussion and questions

Start your computer Lync should start automatically. To accomplish that you have to change settings. Ctrl-click on the symbol for Lync and choose Open at Login.

Signing in Type your generic e-mail address. It ends with @umu.se. Type in your user name (CAS) and password in the fields that shows up. Your username must be preceeded with ad\ To get (Backslash) \ hold down alt-shift and type 7. Type your password and click Sign In

Computer sleep If your computer enters sleep mode you will eventually have to sign in again.

Now you should be connected to Lync. Signing in

Signing in on ipad/iphone If you sign in from ipad or a smartphone it s the same procedure with sign-in in two steps.

Connecting your headset You should use a headset that is a verified Lync headset. If it s the first time you are using the headset the drivers for the headset should automatically install.

Selecting your primary device Click on the small microphone on the bottom to the left and select your headset

Audio device settings Click on Lync and Preferences Choose Audio in the window that shows up. Check your loudspeakers and microphone.

Audio device settings Check Also ring (Built-in Output ) and Unmute when my phone rings.

Making a call with Lync You can make a call to anyone with Lync. We will start with a call to someone at the university (who is connected to Lync). Write the name of a person you know at the university.

Making a call with Lync In the example the person is available (green). Right-Click the person and choose Lync Call.

When you call When you are calling via Lync the person shows up in a new window with a picture (if it exists). In the window, the word Calling shows up.

When the person answers your call The person (with picture) still shows up but the clock starts tickning. Disconnect by clicking

You can accept the call by clicking Accept If you don t want to answer you can click Ignore. Clicking Options gives you the possibility to send a message in text only (without talking to the person) You can also click Set to Do Not Disturb. Answering a call

Click the symbol for camera If the person you re calling also starts the camera you will see each other. Your own camera shows up as a smaller picture in the window. Video call

Call forwarding You can forward your calls in Lync so that it rings simultaneously on another phone. Click on Lync and Preferences. Choose Phone Calls in the window. Check Simultaneously ring: and type the phone number.

You can choose when the the forwarding will apply. Check Only forward... if you want the forwarding only to apply during work hours set in your calendar. Call forwarding

You can choose how your availability will show up: Your availability

What are you doing? You can also give information about what you are doing or working with. This message is visible for all Lync users at Umeå universitet

Manage reference and voicemail with Lync You can manage reference and voicemail with Lync directly from the client.

MAC - Manage reference and voicemail with Lync When you receive calls from those not on your Lync, the call is redirected to the voicemail operator with what you have set as the "cause" (see table at right). The caller may leave a message in your voice mailbox and the external caller can also speak with an operator. How to do this in Lync Enter the code in Lync in the area below your name, a space and time for when you're back. Finish with Enter. If you enter a time (example 15:00) it takes effect from the same day you enter that time. If you come back a different day than you have written your message, enter the month and the day. Ex. sam 1024 means that you are back on the 24th of October. If you just write the code and a colon, it counts as the preset time. If you type a semicolon after the code it will ring on your Lync. If you do not answer the call, it will be referred to your voicemail with whatever you have written in as the reason If you need to change your reference If you need to change your referral notice, you must delete all of the text and typing in the code and time. How to reach the switchboard in Lync If you need help you can always call the switchboard to get to an operator. The operators are first-line support in Lync. Si mply enter "UMU vaxel" in the contact field. Although it appears as "Offline", you need only to call.

Voicemail preferences in Lync To use the voicemail, you must set the preferences in Lync. Click on Lync and Preferences. You should see something like this: Select Phone Calls in the window that shows up. Under Unanswered Calls select New Number or Contact in the drop-down menu Redirect unanswered calls to:. Type rost in the search field. Click on Röstbrevlåda and click OK. Retrieving your voicemail Call your voicemail by writing in rost in the search field. You should receive instructions on how to listen to your mailbox and how to go about changing the code, amongst other things. I f you have received a voice message in your mailbox, you will get an email referring to this.

Synchronize your e-mail, your calendar and your contacts with Lync Lync is synchronized with the calendar and contacts you are using at our mail server at the university (Exchange). You must activate your Exchange account for the synchronization to work. There are instructions at kunskapsdatabasen

Syncronize your e-mail, your calendar and your contacts with Lync You can choose which mail client, calendar and contact manager you want to use. There are two alternatives. 1. Outlook mail client, calendar and contact manager in one single program. 2. The built-in mail and calendar on your Mac The two alternatives are presented in the following pictures.

Synchronization with Outlook Lync is synchronized with your calendar in Outlook. When you create an appointment your availability for that time period is shown in Lync as busy.

Conversation history in Outlook All your conversations are saved in Outlook. Go to the folder Conversation history.

Missed calls in Outlook You will get an e- mail if you have missed a call. This information includes phone number plus more information if the person is in your contact list.

Online meetings via Outlook You can invite to a Lync Meeting via Outlook. Type the e-mail adresses and send the mail. The attendees will get a reminder in their Outlook calendar.

Online meetings via Outlook They can join the meeting by clicking Join Lync Meeting

The built-in calendar on Mac The built-in calendar on Mac is synchronized with Lync if you have created an Exchange account for the calendar and if you are using that calendar. You can have other calendars in icloud or on other places. It is only the calendar on Exchange that is syncronized with Lync.

The built-in calendar on Mac This is an example how the calendar shows up. It is the calendar under psy.umu.se that is syncronized with Lync.

The built-in calendar on Mac You can choose what calendar should open as default. Click on Calendar and Preferences. Select your calendar on Exchange. From now on it is this calendar that will open by default.

The built-in calendar on Mac If you are using several calendars you can move appointments between them by right-clicking the appointment and selecting the calendar you want to transfer the appointment to.

Conversation history In your built-in mail there is a folder called Conversation history. All your calls and chats are saved in that folder.

Instant messaging IM To write a message (IM) right-click the person and choose Send an Instant Message Even if a person is available (green) it s good practice to ask if it s OK to call via IM.

You can drag and drop pictures and send them via IM. IM send flowers

IM sending documents You can also drag and drop documents (files) in an IM

Sharing your desktop You can share your desktop. To do this, click the symbol for screen and select Desktop.

Click OK Sharing your desktop

Sharing your desktop The person you share your desktop with receives an invitation. Accept by clicking

Sharing your desktop Your desktop is now displayed for the person you are communicating with.

Sharing your desktop To expand the desktop click on the symbol with four arrows directed outwards

How to call a regular phone number Type the phone number including the area code. +46 is added automatically and the preceeding 0 (zero) is deleted. Double click the phone number to ring Utlandssamtal

Creating a group in Lync After a while you will have a lot of contacts in Lync. You can arrange or organize your contact list into groups. Click Contact and select Create a New Group. Rename the group.

Add contacts to a group Right click a photo or phone number and select Add to Contact List. Select the group. You can also drag and drop existing contacts to a group.

Click on Conversation Meet Now and Meet with a Call. A new Group Conversation is started where you are the only participant. Start a meeting

Inviting participants to a meeting Lync users You can drag and drop any person on your contact list into your conversation (meeting).

Inviting participants to a meeting Lync users You have created a meeting with two paticipants.

Inviting multiple participants If you want to invite more participants just drag and drop them into the conversation. You can start your video by clicking the symbol for the camera.

Lync WebApp If you want to connect to a person that does not have Lync you can use Lync WebApp. Click on the gearwheel and select Send Email Invite.

Lync WebApp Send the invitation via e-mail to the participants. The person who is invited clicks on Join Lync Meeting

Lync Web App starts in a web browser. The participant types his or her name and clicks Join meeting. The participant must activate sound. Lync WebApp

Your guest must install a plug-in. Now you should be connected in a conversation. If the new participant will be allowed to use full video and audio you have to check that the user is a presenter. Lync WebApp

Lync WebApp The new user should click once on the telephone symbol (unmute). You can start video and sharing from Lync WebApp

Lync Support Support talk to an operator Type Umu växel in Lync IT-support Type servicedesk in Lync Call 7866300 Create a new request PT (Personal Trainer) Send an e-mail to lync-support@umu.se

Mobile devices Lync 2013

Questions and dicussion