Using Lync on a Mac Before you start Please read our instructions on how to set up your Lync account and your audio and video devices. Which version of Lync? Because of the features available, we recommend that mac users use: Lync 2011 desktop client for impromptu Lync audio and video calls and for instant messaging. Lync web app for participating in scheduled Lync calls or meetings and for presenting. Using Lync for impromptu calls Impromptu calls can only be initiated using the Lync 2011 desktop client. It is possible to join scheduled Lync calls using the Lync 2011 client, however a we recommend that you use the Lync web app wherever you need to use more than just Lync s audio, video or instant messaging functionality. It is not possible to initiate an impromptu Lync call with a student, rather you should use Outlook to schedule a Lync meeting with the student. Starting Lync 2011 When Lync software is installed, you will find Microsoft Lync in your Applications folder. Double-click on this to open the Lync main window. Updating your Lync presence If you do not use your Outlook calendar and want to avoid interruptions, or if you want to temporarily change your availability, you can change your Lync presence manually. The main statuses you can set yourself are: Available Online, available to contact Busy Occupied- do not interrupt Do not disturb Won t see requests on screen Be right back Briefly away from computer Off work Not working, not available To change any of the above settings 1. Look in the main Lync window. Your status (or presence) is shown under your name. 2. Click the arrow next to your status and select from the list. Initiating an impromptu Lync call with another member of staff To find someone, type their full email address in the format, eg f.m.brockwell@brighton.ac.uk, in the Search box in the Lync main window Your Lync presence lets other Lync users know your availability. It is visible in Lync, Outlook and SharePoint. If you use your Outlook calendar, Lync will automatically update your Lync presence when it detects that you are: Click on the picture/icon next to someone in the list to select them. Click an icon at the bottom of the Lync main window to communicate with that person: In a call In a meeting In a conference call Presenting Offline Away In a Lync 2 party call via Lync or shown in Outlook Via Lync Presenting, sharing whiteboards or items on screen Not signed in Logged on but has not used computer for a specified period Starts an instant messaging (IM) conversation. Starts an audio conversation (click on Lync call). Starts a video conversation. Sends the person an email. Schedules a Lync meeting with that person. September 2015 FMB Page 1
Using Lync tools during an impromptu call Once in a conversation, you can switch to another type of conversation within a session. For example, if you are having an IM conversation you can click the camera icon in the IM window to start using video. You can use other tools and invite other people to join you: And then choose Invite by Name or Phone Number to invite others to join your conversation Share your desktop so others can see your screen. Impromptu video conversations Initiating a call Find your contact and click the camera icon at the bottom of the Lync window to start a video conversation Answering a call 1. When someone calls you, an alert with their picture/icon pops up on your screen. 2. To answer the call, click on Accept 3. Your video will not start automatically. Click on to let others see your video. 4. Position the video conversation window beneath your webcam on your computer to look straight at your camera. As with audio you can accept or ignore video calls that you are invited to. See the section on Answering a call in the Audio Conversations section above. Impromptu audio conversations Initiating a call Find your contact and click the phone icon at the bottom of the Lync window to start a video conversation Answering a call 1. When someone calls you, an alert with their picture/icon pops up on your screen. 2. To answer the call, click on Accept 3. If you can t take the call: a. Click Ignore; to tell them that you did not answer. b. Or, click Redirect to: Reply with an Instant Message or Set to Do not Disturb to reject the call and change your status During a call Always click Mute if you don t need to talk. This stops other people hearing your background noise. Be wary of using Hold Call as all participants will hear a loud beep and message. Ending an audio or video session Always use the hangup button to finish a call. If you select Stop / End My Video your audio will still be running! Start a Lync conference audio or video call To talk to more than one person on a Lync call, either: During a video call Right click on your video thumbnail and click to deselect Start My Video to stop people seeing your video if you want to close all video windows and just use audio Set up a Lync meeting via Outlook OR Start a Lync audio or video call with one person, then: 1. From within the audio or video conversation window, click on the Cog icon. 2. Click on Invite by name or phone number 3. Choose one of your Lync contacts or type the person s full email address in the format f.m.brockwell@brighton.ac.uk to search for them 2
Using Instant Messaging (IM) Initiating an IM conversation 1. Double click on the contact to open an instant messaging window 2. Type your text in the message area at the bottom of the IM window and hit enter Responding to an IM request 1. When someone IMs you, an alert with their picture/icon pops up on your screen. 2. To answer the request, click anywhere on their picture/icon to open the IM window 3. Type your text in the message area at the bottom of the IM window and hit enter Seeing your Lync conversation history When you finish a Lync conversation, you will be prompted to save the conversation. To see your saved conversation history with someone: right-click on the contact click View Past Conversations Note that conversations are saved to your computer and therefore will not be available if you log on to a different machine. Your contact list A contact list saves time as you don t have to search every time you want to call people you work closely with. How to add someone to your contact list Click on the icon next to a person s listing Click to add to Pinned Contacts, or any contact groups you have created (see below). How to create a new contacts group 1. In the Lync main window, right-click on the Other Contacts or Pinned Contacts heading 2. Click Create New Group 3. Overtype the phrase New Group to rename your new group and press Enter How to add contacts to your group 1. Using the Lync Search box, find the person you want to add - see Initiating a Lync call above. 2. Click on the icon next to a person s listing 3. Choose a group to add your new contact to. Using Lync web app for scheduled calls You can join scheduled Lync calls using the Lync 2011 client, however as certain desktop sharing tools are not available in the Lync 2011 client, we recommend that you use the Lync web app wherever you need to use more than Lync s audio, video or instant messaging functionality. Schedule a Lync meeting using Outlook 1. In the Outlook calendar, create a new meeting request (File>>New>>Meeting). 2. Click on the New Online Meeting icon. 3. Complete the rest of the details of the Outlook meeting invitation as normal. Attendees can click on the link embedded in the meeting request to join the Lync conference call. Joining a Lync meeting from Outlook To maximise the number of features available to you, we recommend that Mac users use the Lync web app when participating in or chairing meetings. Open the meeting appointment in your calendar. Click on the Join Skype meeting link to join the call. Click Join using Lync Web App The first time you use the web app, there will be other steps to follow to set the web-app up. See below for these instructions. Using Lync web app for the first time The first time that you do this, there may be extra steps may as follows: Open the meeting appointment in your calendar. Click on the Join Skype meeting link to join the call. If asked, click Join using Lync Web App If asked to trust the website meet.brighton.ac.uk, click Trust. If asked for your name and password: o Name = the short form of your username, eg fml11 o Password = your normal university password o DO NOT remember these details in your keychain Follow the on-screen instructions to install the Lync web app plug in for your browser (this may involve double-clicking on the plug-in file in your downloads folder). If you get a log-in error, you may need to close the Lync browser window and start over again by clicking on the Join Skype meeting link from within the Outlook calendar request. 3
If asked for your name and password: o Name = the short form of your username, eg fml11 o Password = your normal university password o DO NOT remember these details in your keychain Click Join the meeting You may get a message saying you are waiting in the "lobby". If this happens, your Lync session will start when the meeting organiser admits you to the session You should only need to do this set-up once. Initiating a Lync call with a University of Brighton student To connect with a University of Brighton student using Lync, you should schedule a Lync meeting using Outlook and invite the student to that Outlook meeting (see above). Participant management Within Lync web app you have full control over your attendees rights and permissions. 1. Click on the Participants icon 2. A window will appear listing all the participants. 3. On the PARTICIPANTS tab, right-click on a person s name to see options, including the option to: make that person a presenter mute or unmute that person remove that person from the call 4. The icons to the right of a person s name indicate which Lync tools they are using, eg whether they are using their video. 5. Click on the ACTIONS tab for other commands, including the option to mute the entire group in one click, which is useful for large calls where participants have not muted their microphones. Lync web app presentation and desktop sharing tools Share your entire desktop with others present icon and choose Desktop. 2. Your screen will be edged in green to show that you are sharing your desktop. 3. To end the sharing session, click Stop Presenting at the top of the Lync web app window. Note: unlike in Lync 2013 for Windows, it is not possible to grant others control of your desktop in Lync web app or in the Lync 2011 client. If a Lync 2013 for Windows user shares their desktop with you, you will be able to request control of their shared desktop. So in meetings, if you want attendees to collaborate by taking control of the desktop, it is best for a Windows user to initiate this. Can everyone on a call see what I ve shared? No. Android users will not be able to see any shared content. See the matrix at the end of this document for more information. Share a PowerPoint presentation present icon. 2. On the Present tab, click PowerPoint. 3. Click on Choose File to navigate to the PowerPoint file you want. 4. Use the arrows at the bottom of the window to move slides. 5. To see your presenter notes, click Notes. 6. Click the Annotations button on the upperright side of the slide to open the toolbar, and use highlights, stamps, laser pointer, and so on. Can I share a PowerPoint with everyone on a call? No. The Share PowerPoint option is not recommended if anyone has joined your call using a wireless connection. 4
Send a file to someone present icon 2. Click on the ATTACHMENTS tab and click Add Attachment. This will be saved as a local file on the recipient s machine. An alternative for collaborating on a file with others is to save the file to SharePoint. Can I send a file to anyone? No. People using a mobile device cannot receive files in this way. See the matrix on the next page for more information. Conduct an online poll Sharing a whiteboard present icon. 2. On the Present tab, click the Whiteboard icon. 3. Use the annotation toolset on the right side of the whiteboard. This includes tools such as highlight, laser pointer, writing, and drawing. Can I share whiteboards with everyone on a call? No. Mac users using the Lync 2011 desktop client, along with people using ios or Android mobile devices will not be able to see shared whiteboard content. See the matrix below for more information 1. From within the Lync web app window, pause on the present icon. 2. On the Present tab, click Poll 3. Fill in the details of your poll and click Create. 4. Use the icons to the right of the poll to change the poll s settings. Eg click on the icon to make the poll results visible to everyone. 5. You will see the poll results on screen. Can everyone on the call join my poll? No. Mac users using the Lync 2011 desktop client, along with people using ios or Android mobile devices will not be able to see or vote in polls. See the matrix below for more information. 5
Matrix of which Lync web app presentation tools are supported on different platforms When using Lync web app in a call presenting to others it helps to know what Lync platform they are using and therefore what tools and features are available to them. The matrix below can be used as a guide to who can do what in Lync. Columns shaded yellow show features available to presenters using Lync 2011 client for Mac. Your audience is using PC Lync 2013 Client Mac Lync 2011 Client Web App (PC) Web App (Mac) ios Android Windows Share Desktop Lync web app tool you are using to present Share Powerpoint Share Poll Share Whiteboard Send File Matrix of Lync desktop sharing tools on different platforms If you re using Lync web app, is what other people on your Lync call will be able to do, based on what version of Lync they are using: Other people on your Lync call are using PC Lync 2013 Client Mac Lync 2011 Client Web App (PC) Web App (Mac) ios Android Windows Share desktop with others View someone else s shared desktop Give control of desktop to someone else Take control of a desktop someone else has shared Keyboard shortcuts for using Lync Keyboard shortcuts can save you time when using Lync: https://support.office.com/en-us/article/keyboard-shortcuts-for-skype-for-business-lync-74eda765-5631-4fc1-8aadcc870115347a 6
Teaching Recommendations When presenting with Lync (on a Mac), we recommend using the Lync web app, as this offers the best functionality. You should have some experience of using Lync before attempting to use it in a presenting or teaching scenario. All pre-planned meetings/webinars should be scheduled using Outlook. This: generates a URL that all users can use to join is the only way you can launch the Lync web app it also integrates into Outlook/O365 calendars. Sharing Content We recommend using the SHARE DESKTOP feature as the PowerPoint feature can cause loading issues for other users. Be aware that everyone on the call will be able to see everything open on your desktop. Before using the SHARE DESKTOP feature, close any unnecessary/inappropriate programs on your desktop. Sharing a File This is a useful feature to quickly distribute files, without having to switch to email. Please note these files are not made available to those on mobile devices, and copies of all files should be placed on studentcentral for reference. Interactive Content Interactive tools (such as Whiteboards and Polls), are powerful tools for checking learning & engaging students. Presenters must be aware not all viewers will see these tools (see matrix above). Presenters could consider utilising web based tools to incorporate interactive content, for example: Padlet (online pin board) Poll Everywhere (for pushing web based polls) Socrative (web based quizzes) Online white boards For more details on these, please talk to your Learning Technologies Adviser. User Management When delivering a webinar, or a piece of lengthy dialogue, you may want to mute your audience. This will make it easier for all users to hear you. Private Messaging Once in a Lync meeting/webinar, it is possible to still send direct, private messages to other users (whether they are in the Lync meeting or not). This allows staff to deal with private questions from students, or for teaching teams to coordinate whilst teaching a webinar. Using the Lync 2011 client, you can send a private IM to anyone in your address book, whilst continuing in your Lync meeting. Note: You cannot start a Lync call with another user whilst in a Lync meeting. Recording your session Lync web app and Lync 2011 for Mac do not offer an inbuilt recording solution. There are a number of alternatives should you wish to record your session: PC Client if you have a colleague attending the meeting/webinar who is using the PC client, they can record the session Camtasia Relay this screen recording software is fully supported by the University. For more details on this, please talk to your Learning Technologies Adviser. Presenting Matrix Please see the previous page for a complete matrix when presenting with Lync web app. Attendees can join Lync a Lync session from a range of devices, and it is worth asking learners this information so you fully understand who will be able to access certain content. Note: All students at the University of Brighton can download the Windows & Mac PC clients free as part of Office 365. They can also download the ios/android/windows apps (free). For more information see: https://staff.brighton.ac.uk/is/media/pages/lync/student.a spx 7