USER GUIDE Lync Voice Enterprise This guide will take you through the step by step features of Lync Voice - Enterprise Contents 1. Starting Lync 2. Connecting With People 3. Finding The Right Person 4. Your Location 5. Instant Messaging 6. Voice 7. Video 8. Sharing Applications 9. Online Meeting 10. Connecting With Anyone, Anytime 11. Lync Settings 12. Cascade Your Online Management Portal HLE@INTERCALLEUROPE.COM +44(0)1423 850285 1
1. Starting Lync Signing Into Lync To sign into Lync you need to enter the email address and password provided to you by the Solutions Management Team. Next click on the box entitled Sign In To save you entering your password each time click Save My Password
Home Screen Once your Lync has signed in, this the first screen that will appear. This is the Home Screen. From here you can action many of the features of Lync Commented [BC1]: Spacing in the tel number?
2. Connecting With People Adding a contact Now you can start adding users to form a contact list. These can be many different groups of people such as work colleagues, customers, suppliers. Click To Add Add A Contact Icon Formatted: IC_heading 3
Favorite Contacts This feature enables you to group your favorite contacts at the top of your contacts list This makes communication easily accessible to with people you contact on a regular basis.
View Contacts By Sorting Your contacts can be sorted four different ways, which provides the layout list that best suits you. You have the option to sort your contacts by: Groups Status Relationship New to Old
Create a Group Creating groups gives you the option to personalise your contacts list. You can personalise your contacts by creating groups from your company or even relatives. You can create as many groups as you wish and name each individual one.
Customise your Contacts You can customise your contacts further through the settings menu providing different ways to order your contact lists.
Displaying Your Contacts The images below reflect the different ways to order your contacts. You can order these by picture view or with less detail which just shows their online availability. This option to display the contact name is useful as it saves space and means you have viability of more contacts at one time on your display. Picking your Contact Preferences A different way to alter your contact preferences is through your Lync Options > Contact List
Action Bar For Multimodal Communication The action bar gives you the option to implement many functions for that user such as: Start an IM Make a Lync Call Make a Video Call See the Contact Card
3. Finding The Right Person My Picture The user has the option to personalise their Lync by having their own picture next to their contact name. Users can choose to add a picture if they wish but it is not mandatory.
Presence Presence shows your availability to your contacts on Lync It gives you the flexibility for other users to know whether it s appropriate to contact you at that moment in time. Setting your presence to Do Not Disturb will prevent other users contacting you. Tag For Status Change Tagging a user for a status change means you carry on with your work and as soon as the status of that user changes you will be notified.
The Hover Experience Hovering over the picture of the user you wish to communicate with brings up a number of contact options. You can click to: Call IM Video Contact Card
Search By Name / Keyword You have different options of how to search for a user: Name Department Company Type this information into the search bar to find your contact.
Contact Card Your contact card shows all the information that another user would need: Email Address IM Address Work Number Mobile Number
4. Your Location Set Your Location You can set your location to where you are working from. Lync saves these locations so you can just select the location again if need be. This is very useful for people that work in different locations or work remotely. Adding A Personal Note You can add a personal note to your Lync profile. This can be whatever you like, whether that s a status, message, quotation or simply a location.
5. Instant Messaging Starting An IM IM provides you with the capability to message any of your contacts instantly. Sending an Instant Message is a quick and easy way to communicate with other contacts. Adding To Your IM You can personalise each of your IM conversation s to suit you and your user. Coloured Text You can change your text colour for each conversation you have.
Emoticons You can add emoticons to your IM. This can be used to enhance your conversations or sometimes is appropriate instead of words. High Importance High importance signifies to the user you are sending an IM that is important and an urgent conversation that needs to take place.
Picking A Layout You have the option to have your instant message displayed in two different views. Commented [BC2]: Is IM caps Presentation View Compact View This can be changed to suit each IM you make. Compact View This is the image and size of a compact IM view
Presentation View This is the image and size of a presentation IM view
Accepting Audio In An IM You have the option to instantly add audio to an instant message conversation. You can initiate audio to an IM by simply clicking on the phone symbol in the IM box Or Participate in an audio conversation by Accepting the Call Multiple IM Conversations Lync 2013 provides the option to have multiple conversations listed along one side of a single IM. This makes it very easily accessible for you the user to flick between several conversations.
Conversation History This logs and saves every instant messaging conversation that you have made. This feature is very useful as you can refer back to conversations that happened over previous days.
6. Voice Make A Lync Call You have the ability to call other users over Lync. Click To Call Over Lync This is a very quick way to have an audio conversation with another user, simply by one click.
Using The Dial Pad to make Outbound Calls The dial pad gives the ability to dial out to external phone numbers. Commented [BC3]: Key pad This provides you the functionality to connect with anyone, anywhere. Answering A call Answering a call is made simple by one click and an audio conversation immediately starts.
Accept A Call During A Conversation You are notified you of an incoming call from a user even if your involved in an instant messaging conversation. It s your options whether you: Answer the Call Reply By Instant Message Set to Do Not Disturb
Invite Multiple Contacts into a Call It s possible to have a conversation with more than one user. This is called a Group Conversation. Simply pick from your contacts the users that you want to join the call.
Drag and Drop Contacts into a Call To instantly start an audio conversation, simply Drag and Drop contacts from your contact list into the conversation. By doing this it will instantly bring all participants together into one audio conversation.
Manage Call Devices You have the option to change your call devices to be applicable for all your audio conversations. You also have the ability to change the call device for single audio conversations if needed.
Put A Call On Hold You have the option to put a user On Hold, maybe while you ask a question or find out information. You can them Resume the Call and carry on your conversation.
Forwarding A Call This provides you with options to forward calls to your mobile, voicemail or other numbers. This makes communication much more flexible and also prevents you from missing incoming calls. Forwarding Options Commented [BC4]: Should there be a gap below this? Switching Call Forward On/Off You have the option to switch this function on and off when needed.
Forwarding A Call To A Number You are able to enter the number you want your calls forwarded to. Lync saves the number in your settings so you can select to forward to the same number in the future. Commented [BC5]: This doesn t make sense Simultaneously Ring When there is an incoming call this provides the option to have your Lync account ringing and another phone or person. Commented [BC6]:?
Transfer A Call Transfer a call is a very useful feature as it gives you the option to answer a call and transfer the call to another user if needed. You can transfer a call to anyone in your contact list.
7. Video Starting A Video / Video Preview Starting a video cannot be easier, you simply click on the video icon in your conversation and video is applied. It also provides you the option to preview your video, so you can make sure your happy with the image others users will see.
One to One Video Call The video will instantly start. You will see the user you re on a call with as the prominent picture and yourself on a smaller image view.
Group Video Call A group video call can consist of 3 people and can go up to 250 people users. The person who is speaking image will be the main image on the screen. The image will change each time a user speaks. Commented [BC7]: Don t need both Commented [BC8]: Needs rewording to something like the image on the screen is the person who is speaking at the time.
8. Sharing Applications Sharing Your Desktop You can share your screen that you have on your computers with other users. Commented [BC9]: PC or laptop not computers This is a great aid in communicating what you are wantingwant to discuss. Giving Control You can give control of your desktop to another user.
Taking Back Control You can also take back the control that you gave the user, so you re gain control of your desktop. Requesting Control If you are in a conversation you can request the control of a user s desktop. The user then has the options to accept or decline.
Share a Program You can share a specific program instead of sharing your whole desktop. You need to have the program already open on your desktop so you can select the relevant program.
Share A PowerPoint You can share and present a PowerPoint presentation with other users in the conversation. and present information to another user.
Share A Poll You can share a poll withto users and put a question to the group. This allows you to get an overall picture of people s opinions on your subject.
Sharing A Whiteboard Sharing a whiteboard gives the opportunity for everyone to interact on a session. This includes, drawing pictures, writing texts and inserting images.
Share Attachments / Files You can share a file with another user. If you select the file it will be transferred directly over Lync to the user.
Drag and Drop Attachments You also have the options to pick up a file and simply drag and drop it into the conversation window. It then will instantly transfer to the user.
9. Online Meeting Sending An Invitation You can send a meeting invitation to anyone with an email address.
Joining The Meeting You can either join the meeting through Lync or you can dial into the meeting. Selecting Meeting Audio You have different audio options to join the meeting.
Meeting View and Participants When joining your meeting this is the interface you see. It lists your participants on the left and contact picture on the right. The person who is talking image will the larger image on the page. Commented [BC10]: Needs rewording Recording A Meeting You can record your meeting so that you have it to refer to or send to your attendees.
Manage Your Recordings You can manage your recordings as every recording you make will be stored and listed in the Microsoft Lync Recording Manager Meeting Information
This provides all the information about the meeting taking place. Meeting Options You have the ability to change your preferences for each of your individual meetings. taking place.
Access to the Meeting Enable or restrict attendees access. Presenter Options Decide which attendees you would like to be able to present to the group. Commented [BC11]: Why would you do this do you mean for people to see who it in the group? Audio Options Provides the ability to change your meeting audio options.
10. Connecting With Anyone, Anytime Start an Unscheduled Conference Call You don t always have to have a conference call planned you can easily meet attendees for a conference call by simply clicking Meet Now
11. Lync Settings Customise Your Settings You have many areas that you can customise to suit how you use Lync. The Lync Options lists all preferences to personalise your Lync.
12. Cascade - Your Online Management Portal Cascade is an online portal where you can change your password. Commented [BC12]: Do they need to know it is called Cascade management portal is fine. There is no branding on the portal that shows this name. Login Details Thise is is the page you will need to enter your details to be able to log into the portal. Security Questions You have to complete some security questions. This will only apply the first time you log ointo the portal.
Home Page Once logged in this is the page that you will see. This is the home page of cascade. Change Your Password You can change your password to something you find easier to remember. Simply follow the steps below and click submit