LYNC 2013 STAFF GUIDE Updated 21/05/15 This guide provides a comprehensive introduction to Lync. It covers the Lync app, instant messaging, video and telephone conferencing as well as Lync 2013 s integration with Microsoft Outlook.
Contents Section 1: Introduction to Microsoft Lync 2013 1.1. Understanding Lync 2013... 2 Section 2: Lync App 2.1. Lync App Home (Contacts Tab)... 3 2.2. Lync App (Conversations Tab)... 4 2.3. Lync App (Calendar Tab)... 4 2.4. Lync App (Settings Dialogue Box)... 6 2.5. Lync App (Availability Online Presence)... 7 Section 3: IM, Video and Telephone Calling 3.1. Instant Messaging (IM) screen... 8 3.2. Accepting and Initiating Telephone and Video Calls... 9 3.3. Sharing Window... 11 3.4. Functionality within IM, Calls and Video Calling... 12 Section 4: Microsoft Outlook and Lync Meetings 4.1. Microsoft Outlook Conversation History... 13 4.2. Microsoft Outlook Online Lync Meeting (For External Participants)... 14 Section 5: Lync Etiquette & FAQs 5.1. Lync Best Use... 15 5.2. FAQs... 16 5.3. Glossary... 18 Page 1
S1: Introduction to Microsoft Lync 1.1. Understanding Lync 2013 What is Microsoft Lync? - A sophisticated communication tool which can be used to instant message, telephone conference and video conference with other professionals. - A collaboration tool which can also be used to share and send documents safely and securely as well as work on them collaboratively in real-time. - An online presence indicator which uses your Outlook calendar to provide your colleagues with an instant notification of your current availability. Lync promotes a healthier, more efficient work style by reducing the time and energy spent on lengthy commutes, allowing you to focus on the job at hand; which has a positive impact on the environment and your working day. What s new in Lync 2013 compared with Lync 2010? Tabbed conversations, allowing for better management of communications without the need for excessive pop-up windows. Persistent Chat feature users can enter in and out of chat conversations and still view chat history whilst they were absent. Full Audio/Visual capabilities on the Lync Web App. i.e. those attending a Lync Meeting Online without Lync software installed on their device can now add audio and video feeds to the meeting. Video conferencing from a mobile device using mobile data or via a Wi-Fi connection. Higher resolution support. Lync 2013 now offers up to 1080p support (Up from 720p). What can Lync offer you? Follow the link to find out how Lync can benefit you: http://www.exeter.ac.uk/staff/futureworkplaces/casestudies/ What to do if Lync isn t working? First, check our FAQs (on page 16). If you re still experiencing technical difficulty, contact the SID desk Page 2
S2: Lync App 2.1. Lync App Home (Contacts Tab) After entering your UoE user name and password into the Lync login page, you will see this screen What s happening today? dialogue box is a great way to inform your colleagues of any important events or times you re likely to be unavailable. e.g. Project Board Meeting today @ 12pm. Location Setter Inform your contacts about your current location. Online Presence Setter Allows you to manage your availability and control who can make contact with you. (Page 7 for more info.) Contacts tab From here you can add, remove, edit and sort your contacts according to various groups. It s worth noting that your Lync contacts are stored separately to your email contacts to avoid confusion. Settings Cog From here you can manage general settings as well as configure your audio and video settings. In general, if you are experiencing technical difficulties, the Settings Cog is your first point of call. (See page 6 for details.) Add a contact quick reference button. Search bar To search for people outside your contacts list. Page 3
2.2. Lync App (Conversations Tab) You can navigate to this page by clicking the icon (conversations tab) Conversations tab from here you can manage previous interactions with colleagues. Categorised by Video calls (Camera icon) Date of Interaction,audio calls (phone icon) and IM chats (Dialogue icon) Denotes a group conversation Current Presence of contact. Double-clicking an interaction will allow you to explore the conversation in greater depth i.e. call times and a breakdown of what was said. A link to the conversation history tab within Outlook. All conversations will be stored here to allow the user to refer to past conversations. (Page 13 for more info) 2.3. Lync App (Calendar Tab) You can navigate to this page by clicking the icon (calendar tab) Page 4
Calendar tab from here you can view your appointments and calendar events for the day. This is synced with your Outlook calendar. Date Location Time Subject Page 5
2.4. Lync App (Settings Dialogue Box) This is the Settings dialogue box. You can get here by clicking the Cog icon window. on the main Lync app Click the General tab for general settings including: Spellchecking, Font and Lync support settings. Click My Picture Tab > Edit or Remove Picture to change or set your display picture. Click the Personal tab for settings related to personal contact details including: Auto-login, Outlook synchronicity and privacy settings. Click the Alerts tab for alert settings including: Who can send you alerts and when as well as who can make contact with you. Click the Audio Device or Video Device tab for Audio and Video Device settings including: Configuring new Audio or Video devices or trouble-shooting existing ones. Click the File Saving or Recording tab for File management (or video management) settings including: Configuring where attached files (File Saving) or Recorded videos (Recording) will be saved. Page 6
2.5. Lync App (Availability Online Presence) To manage who can contact you and alert others to your current availability you can manage your online presence. Below is a table of possible presence options. Some are set automatically whilst others require manual set-up by clicking the dropdown arrow on the Online Presence setter (as shown on page 3 and in the image to the right.) If Presence status is... Contact is... How this status gets set Available online, available to contact. Automatic or user-selected. Be Right Back away from computer briefly. User-selected. Away logged on but has been away from computer for specified period. Automatic based on inactivity or user-selected. Time interval can be adjusted. Off Work not working, not available. User-selected. Busy occupied and shouldn t be interrupted. Automatic (if user is in an Outlook-scheduled conference) or user-selected. In a call in a Lync call (two-party call) and shouldn t be interrupted. Automatic. In a meeting in a meeting (per Lync or per Outlook) Automatic. In a conference call Do Not Disturb Presenting in a Lync conference call (Lync meeting with audio) and shouldn t be interrupted. not to be disturbed; will see IM requests only if sent by Workgroup members. giving a presentation and therefore not to be disturbed. Automatic. User-selected. Automatic when user is presenting from Lync-enabled computer. IMs are blocked. Offline not signed in. Automatic. Unknown presence can t be detected. Status may appear to contacts not using Lync IM. Page 7
S3: IM, Video and Telephone Calling 3.1. Instant Messaging (IM) screen This is the IM window. From the App Contacts Tab (Page 3) you can open this by double-clicking on a contact (or multiple contacts for group IM hold down shift to select more than one contact) that you wish you to IM or alternatively, right-click their name and select Send an Instant Message. Tabbed conversations for quick access to all your ongoing conversations this is a new feature to Lync 2013. Pop-out window (if you would like to have a particularly important conversation in a window of its own). IM conversations High Priority Message Toggle On/Off Toggle IM on/off Manage recordings /text size Add Audio. Audio can be added to any Lync to Lync conversation through the Lync Call function. Add Video. This will enable the contact to see you; however, they need to manually start their own video feed in order for you to see them. Sharing icon. From here you can share a PowerPoint, a program, your desktop, a poll, a whiteboard or a Q&A. Also, you can attach a file here too via the attach tab. Add or manage recipients. Page 8
3.2. Accepting and Initiating Telephone and Video Calls If this window appears in the bottom right of your screen, someone is trying to call you. You can denote it s a telephone call by the telephone symbol in the top right of the image. To Answer the call, click anywhere on the contacts image. To decline the call, click Ignore. Call Connection Strength Call Duration End Call To initiate a telephone call with a Lync contact: From the contacts menu right click the name of the contact you wish to call, select Call, then Lync Call. From an IM with the contact you wish to call click the button. These principles work for more than one contact too by holding down Ctrl you can select multiple contacts from your contacts menu or by clicking the button in an IM group conversation you can start a telephone conference. See page 12 for more details on these buttons. Page 9
If this window appears in the bottom right of your screen, someone is trying to video call you. You can denote it s a video call by the video symbol in the top right of the image. To Answer the call, click anywhere on the contacts image. To decline the call, click Ignore. Call Connection Strength Call Duration End Call To initiate a video call with a Lync contact: From the contacts menu right click the name of the contact you wish to call, select Start a Video Call. From an IM with the contact you wish to video call click the button. These principles work for more than one contact too by holding down Ctrl you can select multiple contacts from your contacts menu or by clicking the button in an IM group conversation you can start a video conference. See page 12 for more details on these buttons. Page 10
3.3. Sharing Window To open this window, you can click the button from an IM/Video Call/Telephone Call window then select PowerPoint presentation (in this case) or alternatively you can share, other programs, a virtual whiteboard, a poll or even your desktop. Manage/view participants Stop Presenting Hovering over the top right of the screen gives you a pen (+other annotation tools) allowing you to collaboratively work on the stage. End call IM, Video Call, Sharing and People Management tools (See Page 12) View participant s current methods of communication (See Page 12) Manage current slide. Recordings management Page 11
3.4. Functionality within IM, Calls and Video Calling What tools are available? Toggle IM stage on/off Add an audio feed through the Lync Call function. Add Video Feed. N.B. This will enable the contact to see you; however, they need to manually start their own video feed in order for you to see them. Sharing icon. From here you can share a PowerPoint, a program, your desktop, a poll, a whiteboard or a Q&A. Also, you can attach a file here too via the attach tab. Add or manage recipients. What do I know about my audience? Whether they are IM ing Whether they are sending audio. Whether they are currently sending video. Whether they are sharing content. Page 12
S4: Microsoft Outlook + Lync Meetings 4.1. Microsoft Outlook - Conversation History To navigate here open Outlook and click the Conversation History Folder. Conversation History Folder See Page 14 for a detailed look at how to initiate an Online Lync Meeting. A detailed breakdown of the conversation including the modes it took.e.g. IM, video conference, document attachment etc. List of past conversations. N.B. In Lync 2010, press Ctrl + J whilst in the IM screen (See Page 8) to rename the conversation allowing for quicker reference in Conversation History. Page 13
4.2. Microsoft Outlook Online Lync Meeting (For External Participants) To navigate here follow the instructions below: To initiate a new Lync meeting, first click New Items in your Outlook Home Tab followed by Online Meeting. Alternatively, with an email already highlighted, it s possible to set up a Lync meeting with all those involved in that email stream. Click Meeting, then Online Meeting. To join the Lync meeting, all participants will need to click the link. Lync Meetings are primarily intended for contacting external participants. For internal communication, Video/Telephone conferencing is recommended. Enter the contacts you wish to attend and the subject of the meeting. Note that you can invite external contacts to a Lync meeting even if they don t have Lync installed on their device they will be prompted to open a web version of the Lync App (functionality may be restricted) Page 14
S5: Lync Etiquette & FAQs 5.1. Lync Best Use - For internal or federated communications, it is advisable to use IM and video conferencing Avoid using Online Lync Meeting (See Page 12) as the process can be more complex and may restrict some users functionality. - For external communications (i.e. where your contacts aren t federated with the University or don t have access to Lync) - use the Online Lync Meeting facility. Take particular caution here by ensuring your contacts credentials are correct be certain that the person you are contacting is who they say they are. - You should carefully consider what hardware you re going to use (and get this set up beforehand to prevent technical difficulties) for any video call. This also applies to Online Lync meetings; allow time prior to the start of each meeting to ensure everything is functioning as expected. - Consider those around you before video conferencing - try to avoid video calling in areas where it may cause a disruption to other workers; be logical in your choice of location. - You should take into account lighting ensure that your audience can see you clearly and won t be straining nor have light shining in their eyes. - Be cautious when sharing files and/or your desktop. Ensure the information contained on your desktop as well as within any shared documents don t contain any sensitive data and therefore adhere to the University of Exeter s Data Protection policy. For more information on this, please visit: http://www.exeter.ac.uk/media/level1/academicserviceswebsite/it/recordsmanagementservice/dp_poli cy_v2.0.pdf Page 15
5.2. FAQs Why use Lync over Skype? Allows you to strictly control who you want to connect with, and restrict the users that can connect to you. With a strict federation policy in place, there s far greater security built into Lync compared to Skype or similar software. Currently, the University of Exeter is federated with all of its campuses as well as other universities; networking all the contacts from each establishment together and allowing a simple means of communication between these communities. Any external person outside of the federated sites will not be able to contact you, unless you contact them first via Online Lync Meetings. This is a much safer and efficient way to manage your contacts compared to Skype or equivalent software. Why not just use email? Allows you to control your own availability, and keep others notified. With an effective availability setter, Lync allows you to keep others notified of your current availability. Available, Busy and Away are just a few of the options available; providing all your contacts with a quick reference as to whether you are currently contactable, particularly useful for home and remote working. Do Not Disturb is used to restrict communications to only those contacts with Workgroup privacy setting; allowing for periods of greater focus, without losing availability to important contacts. Lync also works with your Outlook Calendar, dynamically displaying your availability accordingly. Reduce email traffic, increase efficiency. With Instant Messaging, the need for emails will be reduced dramatically. Whilst there are good reasons to use email for more formal communications, Lync provides a means of more informal communications not too dissimilar from an impromptu discussion in the office corridor. Whilst more informal than traditional email, Lync still provides the functionality of file attachment, group conversations as well as a clear conversation history to store conversations more permanently. What devices can use Lync? Compatibility across differing operating systems as well as tablets and mobiles. Lync is available on most operating systems (via the Lync App or Client). So whether you want to communicate from your laptop, your mac, your tablet or even your mobile phone, there are plenty of device options to access Lync. This creates great flexibility and aids remote working; providing its users with the opportunity to communicate with their colleagues wherever and whenever they need to. Will Lync sign me in automatically? Yes, although this feature can be switched off by clicking on the cog icon, clicking the personal tab then unchecking the box which reads automatically start Lync when I log on to Windows. Page 16
What benefits would Lync have to staff at St Luke s, Penryn or KSpa? - Greater flexibility in working practice including more opportunities for home/remote working - Relieve some of the parking issues at the campuses - Support and connect staff working off-site e.g. conducting research, attending conferences - Strengthen communication networks internally and between campuses - Encourage greater levels of collaboration within workgroups - Give staff at St Luke s, Penryn or KSpa the ability to monitor their own availability using Presence - Reduce travelling expenses What hardware is recommended for video conferencing using Lync and how do I set it up? For optimum use of Lync, it is recommend that you have the following hardware installed and ready-to-go before entering into a video call/online meeting: - Webcam - Headset - Microphone In general, this is a straightforward plug-in and go process (Note: When using hardware for the first time, configuration may take a few minutes whilst drivers are installed) however, if you encounter any issues, refer to the cog icon in the top right of your Lync app. Under the Audio Device tab you will be able to troubleshoot both your speakers and your microphone first ensure you have selected the correct microphone and that it s picking up sound (you will see a green bar that moves along as it picks up sound) and then follow the same procedure with your speakers. Under the Video Device tab you will need to ensure you re receiving a video feed If no webcam is detected ensure the webcam is properly connected. I don t have a webcam, what are my options? - Instant Message - Telephone conference (requires headset and microphone) - Use one of the new Lync Hub rooms - Video Conference or Online Lync Meeting (you can still play an active part through audio and IM yet have no personal video feed) I don t have a webcam or a headset, what are my options? - Instant message - Use one of the new Lync Hub rooms - Video Conference or Online Lync Meeting (you can still play an active part using IM yet have no personal video or audio feed. You will require speakers, and since audio will be broadcast through them, you must carefully consider those around you.) Page 17
5.3. Glossary Key terms: Client Software or App that is installed on your computer (or device) which allows you to access the functionality of Lync. When you log onto Lync, the window that pops up is known as the Lync Client. Contact Groups It s possible to manage your contacts list into groups. Group names can be decided upon by the user to make finding contacts an easier process (i.e. close colleagues, other departments, etc.). Each group can be given its own group privacy (see below) Display Picture This is the image that is linked to your contact details and allows other to quickly identify contacts. It can be set by clicking the cog settings icon > My Picture Tab > Edit or Remove Picture. Federation Policy Manages which Lync users are configured to be communicable with both internally and externally to the University. Group Privacy Each group in your contacts list can be set to have its own custom group privacy settings. These settings allow you to manage how groups can contact you and when. IM Instant messaging. An easy-to-use, text-based means of communication. Online presence Allows you to notify other users to your availability. This includes Available, Busy, Away, Out of Office, In a call, In a meeting, Do not Disturb. Certain availability statuses can be set to allow only a subset of your contact list to be able to contact you. i.e. Do not Disturb allows only members of your contact list with Workgroup group privacy to contact you. Video Conference A meeting between multiple participants using audio and video to interact. Page 18