ings in t ese t ting Lync 2013 fr Lync Meetings Schedule a Lync meeting Yu can schedule a Lync Meeting by using the Outlk add-in fr Lync, if yu use Outlk. If yu dn t use Outlk, set up meetings by using Lync Web Scheduler, available at https://sched.lync.cm. T schedule a meeting with Outlk: 1. Open yur Outlk calendar, and n the Hme tab, click New Lync Meeting. 2. In the meeting request, add recipients, a subject, agenda, and date/time. The meeting request cntains the meeting link and, if yur accunt is cnfigured fr dial-in cnferencing, audi infrmatin that the participant can use t jin the meeting. Set meeting ptins Yu can custmize sme meeting ptins, including wh can access, present in, and share vide during an individual meeting, and whether instant messaging (IM) is enabled. The ptins yu can set vary depending n whether yu use Outlk. If yu use Outlk, set meeting ptins frm the meeting request fr a meeting yu set up. Open the meeting request, and n the Hme tab, click Meeting Optins, and then in Access and Presenter ptins and Audi and Phne ptins, chse the apprpriate selectins. If yu dn t use Outlk, yu can change sme ptins fr participants during a meeting yu re a presenter in. Fr details, see Manage participants later in this guide. Jin a Lync Meeting Create a grup 1. D any f the fllwing: In the Lync main windw, abve the search bx, click the Meetings Yu can icn, set up and a then, grup in the fr meeting each team listing, yu click wrk Jin. with s yu can see at a gla wh s Sch available In the meeting at any request, given click time, Jin r Lync cmmunicate meeting. with the entire team at nce. T In create the meeting a new reminder, grup: click Jin Online. Yu use 1. In the If the Lync meeting main request windw, includes call-in infrmatin, yu can call in t Sche click the the meeting Add a frm Cntact a phne. T s 2. Unless buttn yu call in,. n the Jin Meeting Audi windw, select ne f these ptins. 1. 2. In the drp-dwn menu, Use select Lync (full Create audi a New Yu Grup. can use cmputer audi and vide with 2. 3. and In vide the space that pens yur cmputer s up built-in devices, r a headset The experience) and camera. at bttm f the windw, type ver the phrase New Grup t give yu mee grup a name. cnf Lync calls yu at a number yu prvide. aud (Available nly if dial-in cnferencing is Call me at: can available fr yur accunt; fr details cntact yur wrkplace technical supprt.) Select this if yu decide yu want t call int the meeting with a phne (and the meeting Dn t jin audi request includes call-in details) r jin the Yu Send an instant message audi prtin later. Use the cnference and Use instant messaging numbers (IM) t get and ID in in tuch the invitatin right away t dial with in. yur available (IM) Out cntacts. If y D 1. I need In yur a PIN, Cntacts wrk number list, pint r extensin? t the picture f the cntact yu want t sen yu an instant message t. T have an IM cnversatin with mre than ne Mst f the time when yu call int the meeting, yu get cnnected right away. If cntact, yu re prmpted hld dwn fr a the PIN, Ctrl use yur key, phne and click dial pad each t enter cntact yur yu want t number include.) and PIN. If 2. yu dn t In the remember display yur bar PIN, that click appears, Frgt click yur the Dial-in IMPIN buttn. in the meeting If y request, and the fllw the instructins n the page t reset. chan duri in. F 2012 Micrsft Crpratin. All rights reserved. later Se 3. Type yur message in the message input area at the bttm f the IM General Keybard Shrtcuts windw, and then press the Enter key n yur keybard. Main Windw Shrtcuts Cnversatin Windw Shrtcuts Descriptin Shrtcut Keys Descriptin Shrtcut Keys Descriptin Shrtcut Keys One main windw t search bx +Y G t Cntacts List tab Ctrl+1 G t Cntacts List tab Ctrl+W Accept an incming invitatin +A G t Persistent Chat tab Ctrl+2 G t Persistent Chat tab Ctrl+R Decline an invitatin +Esc G t Cnversatin List tab Ctrl+3 G t Cnversatin List tab Alt+I Mute r unmute yur audi +4 G t Phne tab Ctrl+4 G t Phne tab Ctrl+F Set fcus n applicatin sharing tlbar Ctrl+Shift+Space Open the File menu Alt+F Open the File menu Ctrl+N Regain cntrl when sharing yur screen Ctrl+Alt+Space Start Meet Nw Alt+M Start Meet Nw Ctrl+Shift+Y Stp sharing yur screen Ctrl+Shift+Space Open the Tls menu Alt+T Open the Tls menu Ctrl+Shift+P 1723_DMI_r1.indd 1
Recrd and playback the meeting Lync recrding captures audi, vide, IM, prgram sharing, PwerPint presentatins, and whitebards. 1. In the meeting windw, click Mre Optins, and then click Start Recrding. 2. Use the cntrls at the bttm f the meeting rm t pause, resume, r stp the recrding. After the recrding is stpped, Lync autmatically saves it in a frmat that plays in Windws Media Player and Zune. T play, rename, r delete a recrding, click Manage Recrdings n the Mre Optins menu, and click yur selectin. Yu can als click Brwse t g t the lcatin f the recrding and make a cpy f the file t pst n a shared lcatin fr thers t view. Manage participants In the meeting windw, pint t the peple buttn, and d any f the fllwing: T manage a participant, n the Participants tab, right-click the persn s name, and use the ptins t mute, unmute, remve, and s n. T manage all, n the Actins tab, click: Invite Mre Peple t add participants. Mute Audience t eliminate backgrund nise. N Meeting IM t turn ff meeting IM N Attendee Vide t blck attendees frm starting their vide. Hide Names t hide the names n the pictures. Everyne an Attendee if yu have t many presenters. Invite by Email t send email invitatins t additinal peple. Share yur desktp r a prgram During a Lync meeting, yu can share yur desktp r a specific prgram. 1. In the meeting windw, pint t the presentatin (mnitr) buttn. 2. On the Present tab, click: Desktp t shw the entire cntent f yur desktp. Prgram, and duble-click the prgram yu want t share. 3. (Optinal) Click Give Cntrl n the sharing tlbar at the tp f the screen t share cntrl f yur sharing sessin with anther participant. NOTE Yu can take cntrl back at any time by clicking Give Cntrl, and then Take back cntrl. 4. When yu have finished presenting, click Stp Presenting n the tlbar. Share a PwerPint presentatin 1. Pint t the presentatin (mnitr) buttn. 2. On the Present tab, click PwerPint, and uplad the file in the meeting. 3. (Optinal) D any f the fllwing: T mve the slides, click Thumbnails, and then click the slide yu want t shw, r use the arrws at the bttm f the meeting windw. T see yur presenter ntes, click Ntes. Click the Anntatins buttn n the upper-right side f the slide t pen the tlbar and use highlights, stamps, laser pinter, and s n. 1723_DMI_r1.indd 2
Lync 2013 fr IM, Presence, and Cntacts Accept an IM request Click anywhere n the picture display area f the IM request pane. Find smene Set r change yur presence Presence lets ther peple see at a glance whether yu Fin The quickest way t find smene via Lync is t launch a search by typing the persn s name r IM address in the search bx n the Lync main windw. The and yur cntacts are currently available. Here are the available presence statuses and what they mean: The per results display autmatically. If Presence status is... Cntact is... Hw this status gets set Available nline, available t cntact. Autmatic r user selected. res Be Right Back away frm cmputer briefly. User selected. y r can ce) ed ts Add a cntact Yur Cntacts list simplifies yur cmmunicatins and lets yu see presence and cntact infrmatin fr the peple mst imprtant t yu. Add t it the peple yu expect t be interacting with regularly. If yur cmpany allws it, yu can add Lync users utside yur cmpany as well as within. T add smene as a cntact: 1. Use Lync search t find the persn yu want t add. (See Find smene.) 2. Right-click the persn s listing in the search returns. 3. Click Add t Cntact List. 4. Click a grup t add yur new cntact t. Away lgged n but has been away frm cmputer fr specified perid. Autmatic based n inactivity r user selected. Time interval can be adjusted. Off Wrk nt wrking, nt available. User selected. Busy ccupied and shuldn t be interrupted. Autmatic (if user is in an Outlk scheduled cnference) r user selected. In a call in a Lync call (tw party call) and shuldn t be interrupted. Autmatic. In a meeting in a meeting (per Lync r per Outlk) Autmatic. In a cnference call in a Lync cnference call (Lync meeting with audi) and shuldn t be interrupted. Autmatic. D Nt Disturb nt t be disturbed; will see IM requests nly if sent by Wrkgrup members. User selected. Presenting giving a presentatin and therefre nt t be disturbed. Autmatic when user is presenting frm Lync enabled cmputer. IMs are blcked. Offline nt signed in. Autmatic. Unknwn presence can t be detected. Status may appear t cntacts nt using Lync IM. Ad Yu and pe yu sm 1. 2. 3. 4. View a cntact card The cntact card cntains details frm a cntact s cmpany directry, such as the persn s ffice lcatin, phne numbers, rganizatin, and Outlk calendar T change yur presence, in the Lync main windw, click the arrw next t yur status, and then select a status frm the list, such as D Nt Disturb. Vi The per free/busy infrmatin. T see smene s card, find the persn in yur Cntact free list r via search, pint t his r her picture, and then click See Cntact Card. list 2012 Micrsft Crpratin. All rights reserved. 1723_DMI_r1.indd 3
Create a grup Yu can set up a grup fr each team yu wrk with s yu can see at a glance wh s available at any given time, r cmmunicate with the entire team at nce. T create a new grup: 1. In the Lync main windw, click the Add a Cntact buttn. 2. In the drp-dwn menu, select Create a New Grup. 3. In the space that pens up at bttm f the windw, type ver the phrase New Grup t give yur grup a name. Add audi, vide, sharing, t an IM cnversatin Yu can quickly add audi, vide, r a presentatin t yur IM cnversatin, and/r invite thers t jin the cnversatin by selecting the apprpriate buttn(s) at the bttm f the cnversatin windw: Switch between tabbed cnversatins If yu have several cnversatins r meetings ging n at the same time, Lync displays them all in ne place, which lets yu tggle between them. Click any tab t bring that activity t the fregrund. Send an instant message Use instant messaging (IM) t get in tuch right away with yur available cntacts. 1. In yur Cntacts list, pint t the picture f the cntact yu want t send an instant message t. T have an IM cnversatin with mre than ne cntact, hld dwn the Ctrl key, and click each cntact yu want t include.) 2. In the display bar that appears, click the IM buttn. 3. Type yur message in the message input area at the bttm f the IM windw, and then press the Enter key n yur keybard. Find a previus IM cnversatin If yu use Outlk and Exchange, Lync autmatically saves yur IM cnversatin histry. T view r cntinue a previus IM cnversatin r see an IM request yu missed: 1. Near the tp f the Lync main windw, click the Cnversatins tab. 2. Click All r Missed, depending n what yu re lking fr. If yu dn t see the cnversatin yu re lking fr, click View Mre in Outlk, at the bttm f the list. 3. Duble-click the cnversatin that yu want t view r resume. 1723_DMI_r1.indd 4
Lync 2013 fr Audi Quick Reference fr Vice Set up yur audi device Invite mre peple t a call 1. In the cnversatin windw, pint t the peple buttn, and then click the Invite Mre Qu Set Befre using Lync t make a call r jin a meeting, set up yur audi device and check the quality. Yu can use yur cmputer s mic and speakers r plug in a headset. 1. Click Select Primary Device in the lwer-left crner f Lync, then click Audi Device Settings. 2. Pick yur device frm the Audi Device menu, and adjust the speaker and micrphne vlume, as needed. Peple buttn. 2. Type the name(s) f r select the persn r peple yu want t invite, and then click OK. Yur new invitees receive a request t jin yur call. Add audi t an IM cnversatin Befre and ch a head th cl D sp v 1. C 2. P c Call. Start a call In the cnversatin windw, pint t the phne icn, and then select Lync Call. Start Pause n a cntact s picture anywhere it appears, and click the phne icn. Pau Start a cnference call Use audi call cntrls Star 1. In yur Cntacts list, select multiple cntacts by hlding the Ctrl key, and clicking the names. During a call, pint t the phne/mic buttn t access the cntrls. 1. In c 2. Right-click a selected name, then click Start a Cnference Call. 3. Click Lync Call. Answer a call When smene calls yu, an alert pps up n yur screen. T answer the call, click anywhere n the pht area. T reject the call, click Ignre. T start an instant messaging (IM) cnversatin with the caller instead f an audi call, click Optins, and then Reply by IM. T put the call n hld, click the Hld Call buttn. T mute yur audi, click the Mute buttn. If call transferring is available fr yur accunt, click the Transfer Call tab, and select the number yu want. T hang up, click the phne buttn in the cnversatin windw. 2. R 3. C Answ When T T T aud T reject the call and ther calls, until yu change yur status click Optins, T and then Set t D nt Disturb. 2012 Micrsft Crpratin. All rights reserved. and 1723_DMI_r1.indd 5
s te a ain. ck sn t en lad Lync 2013 fr Office 365 Quick Reference Lync 2013 fr Sharing and Cllabratin With Lync yu can start cllabrating withut having t schedule a meeting. Yu can start an imprmptu meeting, share smething n yur cmputer (a file, a website, and s n), take and share ntes, brainstrm tgether n a whitebard, give r wrk n a PwerPint presentatin, r send a file. Or yu can schedule a Lync Meeting and share and cllabrate frm there. Fr details abut setting up and jining Lync Meetings, see either http://ffice.micrsft.cm/ha102827058 and http://ffice.micrsft.cm/ha102828887 r, if yu use Office 365 perated by 21Vianet, http://ffice.micrsft.cm/ha104042994 and http://ffice.micrsft.cm/ha104042985. Share yur desktp r a prgram 1. In yur Cntacts list, dubleclick a cntact t start an IM cnversatin, and add peple r grups by dragging them int the windw frm yur Cntacts list. Or, jin a scheduled Lync Meeting. 2. Pint t the present (mnitr) buttn, and, n the Present tab, either: Click Desktp t shw the entire cntent f yur desktp. Click Prgram if yu want t share just an pen prgram, and then dubleclick the prgram yu want. 3. (Optinal) T add audi, click the phne buttn. 4. (Optinal) T add vide, click the camera buttn. Give cntrl f yur sharing sessin t thers Allw thers t flip thrugh slides, cntribute infrmatin and make changes t a whitebard r OneNte, PwerPint r ther kind f file, r demnstrate a prgram with just a cuple f clicks. Take back cntrl at any time. 1. On the sharing bar at the tp f the screen, click Give Cntrl. 2. Click the name f a persn under Attendees t give them access, r click Give Cntrl Autmatically t autmatically give access t anyne wh asks fr cntrl f yur desktp. Take back cntrl f a sharing sessin 1. T take back cntrl f yur desktp r prgram, click Give Cntrl again. 2. If Give Cntrl Autmatically is selected, click it t clear it. T take back cntrl frm a persn, click Take Back Cntrl. Select wh can dwnlad shared files In a scheduled meeting, while yu re presenting, yu can restrict wh can dwnlad a cpy f the file yu re sharing, if, fr example, the infrmatin isn t final r is cnfidential. 1. During a sharing sessin, pint t the present (mnitr) buttn, and then click the Manage Presentable Cntent buttn. TIP: Yu knw yu re sharing when yu see the Sharing bar at the tp f yur screen. 2. Click the Permissins menu, and then select ne f the fllwing: Organizer, t allw nly the persn wh set up the meeting t dwnlad the file. Presenter, t allw nly the peple wh the rganizer set up as presenters t dwnlad the file. Anyne, t allw all participants t dwnlad the file. With can web give Or y deta http http 21V http Sh 1. 2. 3. 2012 Micrsft Crpratin. All rights reserved. 4. 1723_DMI_r1.indd 6
Share ntes Often, Often, yu yu want want t t take take ntes ntes during during a a meeting. meeting. If If yu yu use use OneNte, OneNte, yu yu can can take take ntes ntes that that everyne everyne can can see, see, wrk wrk cllabratively cllabratively n n thse thse ntes, ntes, and/r, and/r, share share ntes ntes yu ve yu ve already already taken. taken. 1. 1. In In a a cnversatin cnversatin windw, windw, pint pint t t the the present present (mnitr) (mnitr) buttn, buttn, and and click click the the OneNte OneNtetab. tab. 2. 2. Click Click Shared Shared Ntes, Ntes, and and then, then, in in the the nte nte picker, picker, select select a a ntebk ntebk r r nte nte page, page, r r click click New New Ntebk Ntebk t t create create a a new new ne. ne. The The page page yu yu select select dcks dcks n n yur yur desktp, desktp, and and the the ther ther participants participants receive receive a a ntificatin ntificatin abut abut the the shared shared ntebk. ntebk. Let Let them them add add ntes, ntes, if if yu yu want want (see (see the the sectin sectin Give Give cntrl cntrl fr fr details). details). Share a a PwerPint presentatin 1. 1. Pint Pint t t the the present present (mnitr) (mnitr) buttn, buttn, and, and, n n the the Present Presenttab, tab, click click PwerPint. PwerPint. 2. 2. D D any any f f the the fllwing: fllwing: T T mve mve the the slides, slides, click click Thumbnails, Thumbnails, then then click click the the slide slide yu yu want want t t shw, shw, r r use use the the arrws arrws at at the the bttm bttm f f the the meeting meeting windw. windw. Share a a whitebard A A whitebard whitebard is is a a blank blank area area where where yu yu can can type type ntes, ntes, draw, draw, r r imprt imprt images images that that meeting meeting participants participants can can wrk wrk n n tgether. tgether. It s It s great great fr fr brainstrming. brainstrming. In In a a cnversatin cnversatin windw, windw, pint pint t t the the present present (mnitr) (mnitr) buttn, buttn, and, and, n n the the Present Presenttab, tab, click click Whitebard. Whitebard. Use Use the the anntatin anntatin tlset tlset n n the the right right side side f f the the whitebard whitebardfr fr highlight, highlight, stamps, stamps, laser laser pinter, pinter, writing, writing, drawing, drawing, and and ther ther tls. tls. T T see see yur yur presenter presenter ntes, ntes, click click Ntes. Ntes. T T use use highlights, highlights, the the laser laser pinter, pinter, and and ther ther anntatin anntatin tls, tls, click click the the Anntatins Anntatinsbuttn buttn n n the the upper-right upper-right side side f f the the slide. slide. Anntating Anntating desn t desn t change change the the actual actual file, file, althugh, althugh, yu yu can can save save an an anntated anntated cpy, cpy, if if yu yu want. want. T T prevent prevent smene smene frm frm skipping skipping ahead ahead r r using using anntatins, anntatins, in in the the meeting meeting windw, windw, click click Mre Mre Optins, Optins, click click Lync Lync Meeting Meeting Optins, Optins, and and then then select select the the permissins permissins level level fr fr the the participant(s) participant(s) Share a a file file r r a a picture Simply Simply drag drag and and paste paste saved saved files, files, including including images, images, r r cpy cpy and and paste paste a a file file r r any any image image int int the the text text input input area area f f a a cnversatin cnversatin windw. windw. A A small small versin versin f f the the picture picture r r file file type type will will appear appear that that the the user user can can save save r r pen pen t t view view in in detail. detail. Or, Or, yu yu can can use use the the file file transfer transfer ptin. ptin. In In a a cnversatin cnversatin windw, windw, click click the the present present (mnitr) (mnitr) buttn, buttn, and and then then use use the the Attachment Attachment tab. tab. Lync Lync sends sends a a file file transfer transfer invitatin invitatin t t the the participants, participants, and and the the file file is is sent sent if if the the invitatin invitatin is is accepted. accepted. TIP TIP Yu Yu can can als als drag drag the the file file nt nt a a cntact s cntact s name, name, which which sends sends a a ntificatin ntificatin t t the the recipient recipient t t accept accept r r decline decline the the file file transfer. transfer. 1723_DMI_r1.indd 7
Pick a Layut, and chse ne f the cipants vides. esenters vides. eeting cntent. f the participants in a cmpact windw. a persn s vide r pht, and click: ute, unmute, r remve that persn e that persn s vide the sptlighted n in the Gallery View. k Pp ut vide gallery t see the en View fr a large view f the vides, ack t nrmal view. Vide Quick Reference fr Vide Start a vide call Lync 2013 fr Set up yur vide device Yu need a camera t share yur vide, but yu dn t need ne t see smene else s vide. T set up yur camera: Click Optins b in the Lync main windw, then click Vide Device. If yur dn t see yur vide preview, make sure the camera is wrking crrectly. T adjust settings, click Camera Settings. In yur Cntacts list, pint t a cntact s pht and click the camera icn. Chse the layut In the vide cnversatin windw, click Pick a Layut, and chse ne f the fllwing: Gallery View t shw all the participants vides. Speaker View t shw nly the presenters vides. Cntent View t shw nly the meeting cntent. Cmpact View t shw the tiles f the participants in a cmpact windw. Manage the participants T manage the participants, right-click a persn s vide r pht, and click: Mute, Unmute, r Remve t mute, unmute, r remve that persn frm the call. Lck the Vide Sptlight t make that persn s vide the sptlighted vide. Pin t Gallery t keep that persn in the Gallery View. Chse the view In the vide cnversatin windw, click Pp ut vide gallery t see the vides in a separate windw, Full Screen View fr a large view f the vides, and click Pp in vide gallery t g back t nrmal view. Vide Quick Reference fr Vid Start a vide call Lync 2013 fr Office 3 Set up yur vide device Yu need a camera t share yur vide, but y else s vide. T set up yur camera: Click Optins b in the Lync main windw, then click Vide Device. If yur dn t see yur vide preview, make sure the camera is wrking crrectly. T adjust settings, click Camera Settings. In yur Cntacts list, pint t a cntact s ph A message pps up n yur cntact's screen t accept yur call. A message pps up n yur cntact's screen T end the vide prtin f the call, pint t the camera icn, and then click ne f the fllwing: Stp My Vide t stp yur vide stream. Yu ll still see thers vide. End Vide t stp seeing all vide. Yu ll still have audi. TIP During an instant messaging r audi call, click the camera icn t make it a vide call. 2012 Micrsft Crpratin. All rights reserved. T end the vide prtin f the call, pint t ne f the fllwing: Stp My Vide t stp yur vide stream. Yu ll still see thers vide. End Vide t stp seeing all vide. Yu ll still have audi. TIP During an instant messaging r audi call, click the camera icn t make it a vide call. Start a vide meeting Start an ad-hc vide meeting t discuss a subject that needs immediate attentin. 1. In yur Cntacts list, select multiple cntacts by hlding dwn the Ctrl key and clicking the names. 2. Right-click ne f the selected names, and click Start a Vide Call. When yu start a vide call, yu autmatically use Lync cmputer audi. 3. Use the vide cntrls t manage the meeting. Invite ther peple t a vide call 1. In the cnversatin windw, pause n the peple icn, and click Invite Mre Peple. 2. Type r select the new invitee(s), and then click OK. Yur new invitees receive an request message t jin yur call. Add vide t an IM cnversatin 1. In the cnversatin windw, pint t the camera icn, and check yur preview. Answer a vide call When smene calls yu, an alert pps up n yur screen. T answer the call, click anywhere n the pht area. 2. Adjust yur camera if needed, and click Start My Vide. 3. T end sharing yur vide, click Stp My Vide. Click Ignre t reject the call. Click Optins and the apprpriate selectin t d any f the fllwing: Reply by IM instead f by vide. TIP Click End Vide t stp sharing yur vide with thers AND t end their vide feeds t yu. Answer with audi nly if yu dn t want t share yur vide. Change yur status t D Nt Disturb t ignre this call and thers, until yu change yur status. 1723_DMI_r1.indd 8