Lync 2011 Guide for Mac Last Updated: May 28, 2013
Table of Contents Introduction... 3 Who Can I Talk To?... 3 Getting Started... 4 Install a Webcam... 4 Headsets and Speakerphones... 4 Install Lync... 5 Sign In to Lync... 6 Control Your Presence... 7 Find Your Colleagues... 8 Communication Modalities... 8 Instant Messaging... 8 Voice and Video Conferencing... 9 Content Sharing... 10 File Sharing... 11 Mastering Meetings... 11 Scheduled Meetings... 12 Access Options... 13 Presenter Options... 13 Unscheduled Meetings... 14 Options for All Meetings... 14 People Menu... 14 Access and Presenter Settings... 15 Lync Options... 16 Contact List Organization... 16 Contact Groups... 16 Display Options... 16 The Contact Card... 16 View Conversation History... 17 University of Connecticut Page 2
Introduction The UConn School of Engineering and UITS have deployed the enterprise web conferencing platform Microsoft Lync. 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 UConn 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, such as Google Talk. 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 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! 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 client for their employees. Through a process called federation, you may University of Connecticut Page 3
Table 1 be able to use Lync to communicate with them, just as if they were on the UConn network. For a list of known universities that are using the Lync client, and allow federation, visit this web page: http://lync.uconn.edu/external collaboration/ Getting Started Install a Webcam You can use the Lync 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 and desktop 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 for about $50. You can download the installation software for this webcam here. Microsoft LifeCam Cinema This webcam delivers 720p HD quality and is available for about $40. You can dwnload the installation software for this webcam here. Logitech HD Pro Webcam C920 This webcam is compatible with both PCs and Macs, delivers 1080p* HD quality, and is available for about $75. Polycom CX5000 HD This device is designed to sit in the middle of conference room tables and stream a 360 degree view of the room and its participants. (*Video conferences through Lync are limited to 720p or lower, depending on network conditions.) Headsets and Speakerphones You can use your computer s microphone and speakers to have a Lync conversation. You can also use a headset or speakerphone to get better audio quality. Almost any headset will work, but there are some models that are designed for Lync. Plantronics Blackwire C320 M This headset with microphone is optimized for Lync and is available for about $40 from various retailers. Jabra Speak 410 MS This high quality portable speakerphone offers great audio quality, a portable design, and a convenience carrying case. It is available for about $100 from Amazon. Other options: o Jabra o Plantronics o Logitech o Microsoft A full list of Microsoft Lync certified products can be found here: o http://technet.microsoft.com/en us/lync/gg278164 University of Connecticut Page 4
Install Lync 1. Download the installation file from the Lync web site and save it to a convenient location: http://lync.uconn.edu/start 2. Close Outlook and any other open applications. 3. Launch the file mslync1401.dmg by double clicking on the downloaded file. 4. The installer will prompt you to install, Double click on the Lync Installer, as shown in Figure 1Error! Reference source not found.. 5. In the Lync Installer menu click Continue and agree to the installation. 6. You can leave all of the default settings and when prompted by the Mac OSX System, please enter your password. Figure 1 7. You can now open the Lync software by clicking on Applications folder and locating Microsoft Lync, as shown in Figure 2. Figure 2 University of Connecticut Page 5
Sign In to Lync When signing into Lync for Mac you need to enter your account information in a specific format, including both your email address and username/password. The format of these for you will depend on which department manages your computer. Please refer to Error! Reference source not found. for examples of email addresses and user names for your particular department. Error! Reference source not found. below shows the login screen for Lync for Mac. Use the information below for filling in the details for your login information. 1. For Email Address, enter your full email address, such as username@uconn.edu. 2. For User ID, enter your username in the form of username@domain. Figure 3 3. Enter your password in the Password field and click Sign In. University of Connecticut Page 6
If your computer is managed by UITS School of Engineering School of Business University Libraries CHIP Table 2 Then your Email address format is Your UConn email address, such as first.last@uconn.edu Your Engineering email address, such as username@engr.uconn.edu Your Business email address, such as username@business.uconn.edu Your Library email address, such as first.last@lib.uconn.edu Your CHIP email address, such as first.last@chip.uconn.edu And your User ID format is Your NetID, such as abc01234@grove.ad.uconn.edu Your Engineering username, such as username@ad.engr.uconn.edu Your Business username, such as username@business.uconn.edu Your Library username, such as username@library.lib.uconn.edu Your CHIP username, such as username@adchip.uconn.edu 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 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 3 below describes the different presence statuses that you will see. Presence Status Table 3 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, as shown in Figure 4. Figure 4 University of Connecticut Page 7
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 5. 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, as shown in Figure 6. Figure 5 Figure 6 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. University of Connecticut Page 8
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 7. You will learn how to use the other features of an instant message window in the following sections. Figure 7 Voice and Video Conferencing Some conversations are best had face to face, and Lync 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 8. Click on this notification to accept the call. Figure 8 In the case of a video call your video is 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. University of Connecticut Page 9
When there are more than two users in a video conference, Lync automatically detects who is actively speaking and displays that person s video. Figure 10 Figure 10 above shows many helpful controls that can be used during a video call. Content Sharing In addition to communicating with your colleagues over instant message and video calls, you can also easily share your desktop through Lync. Simply click on the button at the top of a conversation window that looks like a monitor and select Desktop, as seen in Figure 9. Figure 9 University of Connecticut Page 10
File Sharing You can easily share files with people through Lync by clicking on the paperclip icon next to the screen sharing 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. University of Connecticut Page 11
Scheduled Meetings Scheduled meetings are created through Outlook. This feature requires Outlook for Mac 2011 or later. To get started, click on the New Items button on the Home toolbar and select Meeting, as shown in Figure 11. By then choosing Create Online Meeting, as shown in Figure 12, you can create the scheduled meeting as a Lync conference. Figure 12 Figure 11 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 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 Online Meeting button on the toolbar while creating or viewing the meeting settings, as shown in Figure 13. You can also change these settings at any time during a meeting. Figure 13 University of Connecticut Page 12
Table 4 and Table 5 describe what effect the different options you can set to control your meeting. Access Options Option Who Waits in the Lobby When to Choose This Option Only Me Everyone You don t want people viewing your handouts or PowerPoint slides before the meeting. Invitees My Company Unauthenticated users, such as students using Lync Attendee, and authenticated users you did not invite. Unauthenticated users, such as students using Lync Attendee You are discussing something sensitive or confidential. You want to exclude unauthenticated users, but no one else. Everyone No one You are inviting unauthenticated users, such as students using Lync Attendee. Table 4 Presenter Options Option Who is a Presenter When to Choose This Option Only Me 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 presenters during the meeting. Everyone from my company Everyone (no restrictions) People I choose Table 5 Everyone you invite who are authenticated users, such as faculty and staff. Everyone you invite You and the participants you choose 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 Figure 14 the link Join online meeting. Alternatively, you can click on the Join Online button that will be displayed on the meeting reminder, as shown in Figure 14. University of Connecticut Page 13
If at any time during your meeting there are people admitted to your lobby, you will see the notification displayed in Figure 15. 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 15 Unscheduled Meetings Unscheduled meetings can be started at any time by using the Meet Now option found by clicking on the Conversation menu in Lync, as shown in Figure 16. Figure 16 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 University of Connecticut Page 14
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 17Error! Reference source not found.. Figure 17 Access and Presenter Settings From the People menu you can also access the Meeting Options menu to control 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. The default meeting options allow anyone to access your meeting, assuming they know the meeting URL, and anyone to present content. These settings may be appropriate for some meetings, and not others. Use the sliders as shown in Figure 18 to control these settings. Figure 18 University of Connecticut Page 15
Lync 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. 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. 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, right click 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 19. Figure 19 The Contact Card Lync 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 University of Connecticut Page 16
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 20. Figure 20 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 21 below, you can see that this Outlook new email message includes the presence information for the user, as well as the contact card. Figure 21 View Conversation History Lync stores a copy of all your instant messages. View these by selecting the Window menu and then Conversation History, as shown in Figure 22. Figure 22 University of Connecticut Page 17