MicrosoftLyncTMHowtoGuide

MicrosoftLync ushersinanewconnectedexperiencetransformingeverycommunicationintoan interactionthatismorecollaborative,engagingandaccessiblefromnearlyanywherewithanInternet connection.Asingleinterfaceunitesvoice,IM,audio,video,andwebconferencingintoaricher,more contextualofferingandasingleidentitymakesiteasierandmoreefficientforuserstofindcontacts, checktheiravailabilityandconnectwiththem.LyncworksconsistentlywithMicrosoftOffice,enriching theexperienceoffamiliarapplicationslikeMicrosoftOutlook,MicrosoftWord,MicrosoftSharePoint, andmore.

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GetMoreDoneinLessTime
ThepowerfulcollaborationtoolsinMicrosoftLynchelpyougetmoredoneinlesstime,soyoucanbe presentwhereandwhenyouneedtobemost. Contacts MicrosoftLyncmakesiteasytokeepallyourcontactsinoneplace,soyoucancommunicatemore easily.Contactscanbesortedbygroups,presencestatus,andrelationship. Findaperson Tofindaperson,typethepersonsname,emailaddress,orphonenumberintheSearchDialog Box.Asyoutype,Searchresultswillappear.SearchresultsareshownbyNameandbySkill. SkillSearch Tosearchbyskill,beginbyenteringyour keywordsintheSearchDialogBox.Thiswill defaulttoanamesearch,soclickonskillto bringupthoseinyourorganizationwho meetyourcriteria.

Viewcontactcard Toviewthecontactcard,rightclickonthe contactsnameandselectViewContact Card,orclickAlt+Enterforacontactyou havehighlighted. Alternatively,youcanhoverbyholding yourmouseoveracontacttopullupthe contactcard.

Addcontact Typeapersonsname,emailaddressor phonenumberintheSearchDialogBox.In thesearchresults,highlighttheirname,and thenselecttheplussymbol. Presence MicrosoftLynchelpsyoustayconnected,butitalsogivesyoutheflexibilitytochoosewhenandhow youcanbecontacted. UnderstandingPresence Lyncprovidesanimmediate,visualrepresentationofacontactsavailability,orpresence.Bysimply lookingatthecontactlist,youcanfindeverythingyouneedataglance.Forexample,agreenicon meansacontactisavailable,redmeansacontactisbusy,andyellowindicatesthatacontactisAway fromthecomputer.Whereveracontact'snameappearsinanemailmessageoronateamsite statusandcontactinformationalsoisdisplayed.Presenceinformationcanbesetbythecontact manually,orselectedbasedonavailablecalendarinformation.PresencestatessetbytheuserorLync Server2010:

Busy InaCall Thecontactisonlinebutisengagedinanotheractivity.Activitiesinclude: InaCall:Thecontactisinavoiceorvideoconversation. InaConference:Thecontactisinamultipartyconversationusing InaConference phone,voice,video,and/orapplicationsharing. InaMeeting InaMeeting:TheOutlookcalendarshowsthatthecontacthasa scheduledmeeting. DoNotDisturb Thecontactisonlinebutdoesnotwanttobeinterrupted.Userscanspecify thelevelofprivacyinDoNotDisturbmodebychoosingoptionsthatenable nodisplayalertstooptionsthatallowalertsfromaspecifiedworkgroup.In thisstate,acontactcaninitiateIMconversationsbutcannotreceiveincoming messagesunlesspartofathreadtheybegan.Youcanreplyuntilthecontact hasclosedcurrentconversationwindow. Thecontactisonlinebutnotavailableforoneofthefollowingreasons: Thecontactscomputerhasbeenidleforlongerthanatimeperiod thatisspecifiedbytheuser(bydefault,15minutes). ThecontactsOutlookcalendarorOutofOfficeAssistantindicates thatheorsheisoutoftheoffice. Thecontactistemporarilyunavailable. ThecontacthasmanuallysethisorherpresencestatustoAwayor AppearAway. Thecontactisnotatwork;howeverthecontactcanstillsendandreceiveIM conversations. Thecontactisonlinebutnotavailable;howeverthecontactcanstillsendand receiveIM Thecontactisnotonline.Thisstatusisdisplayedforthefollowingreasons: Thecontacthasnotsignedin. Thecontacthasblockedtheuserfromseeinghisorherpresence status. LyncServer2010cannotdeterminethestatusofthecontact. Theuserhasblockedthecorrespondingcontact.Totheblockedcontactthe userappearstobeoffline. StatusText Available Description Thecontactisonlineandisavailabletoparticipateinconversations.

AppearAway

OffWork BeRightBack Offline

Presence unknown Blocked

ChangingyourPresenceStatus Changingyourpresencestatushelpscoworkersknowwhenyouareandarentavailable.Presenceis enhancedinLyncwithpictures,locationinformation,andadditionalstatessuchasOffWorkto providemoregranularinformationaboutavailabilityandcommunicationpreferences. TochangeyourPresencestatus,clickon thedropdownarrownexttoyourcurrent status(directlybelowyourname),and selecttheappropriatePresencestate: Available,Busy,DoNotDisturb,BeRight Back,OffWork,orAppearAway.

InstantMessaging Startinganinstantmessaging(IM)sessionisassimpleasdoubleclickingacontactnamefromyour ContactList.ThisopenstheConversationwindowwhereyouenteryourIMandviewresponsesfrom others. Tostartaninstantmessagingsessionwithasingle contact IntheContactList,doubleclickacontact name,typeamessage,andthenpress ENTER.IfthecontactisnotintheContact List,typethepersonsnameintheSearch box,andthendoubleclickthenameinthe SearchResultsbox. Tostartaninstantmessagingsessionwithagroup, dooneofthefollowing: Tosendaninstantmessagetoa distributiongrouporcontactgroup,right clickagroupname,clickSendanInstant Message,typeamessageandthenpress ENTER. Tosendaninstantmessagetomultiple contacts,holdtheCTRLkeytoselectthe contacts,rightclickthelastcontact,and thenclickSendanInstantMessage,typea messageandthenpressENTER. StartanInstantMessageconversation withonecontact,thendraganddrop additionalcontactsdirectlyintothechat window.Thisjoinsallcontactstothe conversation.

UseEtiquetteinInstantMessaging InstantMessaging(IM)islessintrusivethanaphonecallandoftenquickerthanemail.Itsverynatureis conversationalandsimilartofacetofacediscussions.Thereareafewgeneraletiquetterulesyou shouldkeepinmindwhencommunicatingviaIM. BeforesendinganIM,checkthepersonspresencestatus.Thiswillhelpyoudecideifandwhen itsappropriatetoconnect:

Available: go ahead and initiate a conversation as you your contact is willing and available. Busy: refrain from sending a message unless its urgent. In a Call: your contact may be slow to respond or may not respond at all. This will vary by person and by the nature of the call. Do Not Disturb: messages cannot be sent and are blocked by the system.

WheninitiatinganIM,itsagoodpracticetoaskiftheotherpersoniftheyhavetimetochat withyou(e.g.,GotamomenttodiscusstheContosoaccount?).Thisisntalwaysnecessary withsomeoneyouknowwell,butuseyourjudgment. Sometimesapersonmayormaynotrespondimmediately.Avoidsendingmultiplemessages andwaitforaresponsetoyourinitialIMunlessitisurgent. Ifyoureceiveaterseresponse(e.g.,"inameetingtalklater"),dontbeoffended.Theyrejust lettingyouknowthey'reunavailableatthetime. DependingonyourcompanyspolicyIMconversationsmaybemonitoredorsaved.Always considerthetoneandcontentofyourmessages. Ifyoureinameeting,call,orWebconference,turnoffthesoundonyourIMtoensureyou wontbedisturbingtoothersinthemeeting.Toturnoffsoundforincomingalerts,fromthe menubarclickOptions>AlertsandthenunderRingtonesandSounds,selectSuspendSounds whenmystatusisBusy. DontinvitesomeonetojoinamultipartyIMsessioninprogresswithoutfirstaskingeveryonein thesessionifitsOK. Avoidhavingtoomanygoodbyesasyouandyourcolleagueattempttoendtheconversation. AskbeforeelevatinganIMconversationtoacall,videochat,orconference.Theymayonlyhave timeforaquicknoteandnotforafullconversation.

BeattheCenterofYourNetwork
MicrosoftLynchelpsconnectwithyournetworkoffriends,colleaguesandpartnerssoyoucanstayin touch.Itenablesyoutocommunicatewithcontactsfromfederatednetworks,includingWindowsLive, AOL,andYahoo!Andpictureenhancedpresenceinformation,automaticcontactslists,andactivity feedsletyouaddyourpersonaltouch. Addcontactsfromfederatednetworks Typetheemailaddressofyourcontactintothesearchbar.Inthesearchresults,highlightyour contactthenselectAddtoContacts. UseEtiquetteinManagingContacts YoudontneedpermissiontoaddsomeonetoyourContactList;however,bydefault,the personyouaddtoyourContactListreceivesanalertthatyouhaveaddedthem.Toadda contact,typethepersonsnameintheSearchbox,andthendragthenamefromSearchresults intoagroup(otherthanRecentContacts)inyourContactList. IfsomeoneaddsyoutotheirContactList,youarenotobligatedtoaddthemtoyourcontactlist. YoucangentlydeclinebycheckingthebuttonandclickingOK. UseStatusMessage Statusmessagesgiveyouanopportunitytoquicklysharemoreinformationwithyourcontactsbeyond yourPresence. Lyncdisplaysastatusmessage automaticallyforyoubasedonyourOut ofOfficemessage.Keepingthisupdated willhelpcoworkersknowwhereyouare andhowtoreachyou. Youcanmanuallyenterastatusmessage intotheNoteBoxtoaugmentyourOutof Officemessageorprovidemoredetails whenyouareintheoffice.Todoso, simplytypeyourmessageintothedialog boxaboveyournameintheLyncclient. Toviewstatusmessagesfromyour contacts,clickontheActivityFeedsicon. Thisbringsupalistofrecentstatus messages.

UseEmoticonsinsocialmessages Usingemoticonsgraphicalrepresentationsoffacialexpressionsinyourmessagescanhelpprovide contextaroundthemeaningbehindthewrittenwords. ToaddanemoticontoanIM:intheConversationwindowofthemessagearea,placethecursor whereyouwanttoinserttheemoticon.ClicktheEmoticonbutton,andthenselectanemoticon.

Work from anywhere*, virtually

WithMicrosoftLync,youcanbeconnectedtotheofficefromtheroad,home,yourfavoritecoffeeshop, ornearlyanywherewithanInternetconnection. SettingYourLocation MicrosoftLyncmakesiteasytoletothersknowwhereyouareandhowtoreachyou.MicrosoftLync canautomaticallydetermineyourlocationwhenyouloginagainfromplacesyoufrequent.Tosetyour location: FromthemainMicrosoftLyncinterface, clickontheSetYourLocationtext.This willenableyoutoenteracustom location.Ifyouvealreadyaddedyour location,youcanselectitfromthedrop downmenunexttoSetYourLocation.

ConferencingOptions MicrosoftLyncoffersrobustconferencingoptions,includingIM,audio,video,andwebconferences givingyoumanycollaborationtoolstobemoresuccessful.Lyncisallyouneedforalltypesofmeetings, bothscheduledandspontaneous.AndsimplewatercoolerIMconversationscanbeescalatedtoan audioconferencewithdesktopsharingamongmembersinstantly,easily,andwithoutinterruptingthe conversationflow. MeetNowConferences:youcanstartMeetNowconferencesusingIM,audio,video,ordesktop sharingcapabilities. Tostartanonscheduledconference,clicktheMenubutton,andthenclickMeetNowtoopena newconference.Toinviteothers,dooneorbothofthefollowing: o Toinvitesomeoneinsideyourorganization,clicktheInvitebutton,andthenselecta contactfromthelist. o Toinvitesomeoneoutsideyourorganizationbyemail,inthenewconversation window,clickthearrownexttotheInvitebutton,andthenclickInvitebyEmail.Ane mailmessageopensinMicrosoftOutlook.(IfyoudonothaveOutlook,youcancopythe invitationtexttotheemailprogramofyourchoice.)Sendtheemailtotheinvitee,who canjointheconversationbyusingeitherCommunicatororCommunicatorWebAccess. IMconferences:youcanstartIMconferencesbyinvitingadditionaluserstoanexistingIM conversationorbystartinganIMconversationwithmultipleusers. IntheContactList,holdtheCTRLkey,andthenselectthecontactsthatyouwanttoinvite.Right clickthelastcontact,andthenclickSendanInstantMessage.TypeyourmessageintheMessage Entrybox,andthenpressENTER. ToinvitesomeonewithinyourorganizationtoanexistingIMconference,simplydraganddropa contactfromyourcontactlistdirectlytothechatwindow.Thisaddsthemtotheconversation. Unscheduledaudioconferencecalls:anadhocconferencecallcanbestartedbyaddingadditional userstoanexistingcallorbystartingacallbyselectingmultiplecontactsinthecontactlist. Fromthecontactlistselectmultiplecontacts,holdtheCTRLkey,andthenselectthecontacts thatyouwanttocall.Rightclickthelastcontact,andthenselectStartaConferenceCall. Scheduleaudioconferencecalls:audioconferencecallscanbescheduledinadvanceeitherbyusingthe OutlookConferencingAddinordirectlyfromLync. ToscheduleanaudioconferencefromOutlook,openanewmeetingrequestandclickontheLync OnlineMeetingaddininthetopribbon.Youareallsetwithcallindetailsandaurllinktojoin directlyfrommeetingrequest

JoinanyLyncMeeting TojoinfromOutlookcalendar,openthecalendarinviteandclickonJoinOnlineMeeting TojoinfromOutlookreminder,simplyclickonJoinOnlinebuttononreminderpopup

Videoconferencing:withLyncyoucanintegratevideointoyourconferencesbyusingawebcam. Tostartavideoconference,withmultiplecontacts:IntheContactList,holdtheCTRLkey,and thenselectthecontactsthatyouwanttoinvite.Rightclickthelastcontact,andthenclickStart aVideoCall. Application&DocumentSharing Applicationanddocumentsharingallowsyoutobroadcastanyvisuals,applications,Webpages, documents,software,orpartofyourdesktoptoremoteparticipantsinrealtime,rightfromLync. Shareyourdesktoporapplications FromanIM,orconference youareattending,selectthe Sharedropdownmenu. Thenselecttheoptionthat bestfitsyourneeds:desktop, program,orPowerPoint presentation.Onceselected yourattendeeswillneedto acceptthesharingrequestin ordertoseeyourshared content.Youcanalsogrant controltoanyattendee

StartWhiteboardapplication Fromthemenubarofan opencontactcard,clickon thesharedropdownand selectwhiteboard.Thiswill openasharedwhiteboard sessionwithall participants.

UnifyYourCommunications
MicrosoftLyncbringstogetherallofyourcommunicationsneedsintooneplace,simplifying communication. Managingvoicecalls YoucanuseLynctomakeoneclickphonecallstocontactsinyourContactList.UsingtheCallingOptions arrowtotherightofthecallbuttongivesyouadditionalwaystocommunicatewithacontact. MakingPhoneCalls Tomakeaoneclickphonecallclickthe contactsCallbuttoninthecontactlist Tocallanalternatephonenumber,click thearrowtotherightoftheCallbutton, andthenclickthenumberyouwanttocall forthatcontact. Toenteraphonenumbertocall,typethe numberintothesearchboxandthenclick thecallbutton.Youalsocanopenthedial padandtypethenumberdirectlyintoit. Youalsocandialphonenumbersdirectly byclickingonthePhoneiconandusing theonscreendialpad. ChangingConferencingPin: Tochangeyourconferencingpin,clickon pinbelowthedialpad.Youwillbe directedtoawebpagewhereyoucan enteryournewpin TestCall Tocheckonyouraudioqualityissue,you canperformatestcallbyclickingoncheck belowthedialpad.Lyncwillmakeatest callyournumber

VideoCalls YoucaneasilymakevideocallstocontactsinyourContactList,butyoumusthaveawebcam.Youcan receiveandparticipateinavideocallwithoutawebcam.Inthiscase,youseethecallersvideostream, butnovideoistransmittedfromyou. Tomakeavideocall,rightclickona contactinyourcontactlist,thenclickStart aVideoCall. YoucanconvertanyIMconversationinto avideocallbyclickingonVideoinyourIM window

ManagingVoiceMail WithLync,previewsofyourVoiceMailmessagesappearinyourOfficeOutlookInbox.Youalsocan listentoyourmessagesdirectlyfromLync. CallVoiceMail IfyouwanttocallyourVoiceMailnumbertocheck messages,clickonthesettingbuttonasseenbelowand thenclickonCallVoicemail.Lyncwillautomaticallytake youtoyourvoicemailinboxwithoutyouhavingtodialuser nameandpassword.YoucansimilarlySetupVoicemail fromhere. ChangeYourVoiceMailGreeting IfyouwanttochangeyourVoiceMailgreeting,clickthe settingsbuttonandthenclickonChangeVoicemail

ManagingDevices Lyncletsyouswitch,forwardortransfercallstootherdeviceswhileonthecallwithoutdisruptiontothe conversation. Toswitchdevices(e.g.:betweenPCaudioand headset)whileacallisinprogress: Selectthedropdownmenunexttothe primarydeviceinuseicon.Thenchange thedeviceforthiscallandselectwhich deviceyouwouldliketoswitchto. Totransfertoanotherdevice(e.g.:fromPCto mobilephone)whileacallisinprogress: Fromthemenubarofanopencontact card,clickonthecalldropdownand selectwhichdeviceyouwanttotransfer thecallto.

ForwardingCalls Lyncoffersseveraloptionsforautomaticallyforwardingincomingcalls.Forexample,youcanforward callstoyourVoiceMail,oneofyourotherphonenumbers,oranotherperson. ToForwardcallstoVoiceMail,anotherphone,or acontact: SelectCallForwardingSettingsfromthe Toolsmenu.Then,selectaphonenumber, VoiceMail,NewNumber,orContact AlternatelyyoucanselectCallForwarding fromthebottomoftheLyncconsole.

Tosimultaneouslyringanothernumberatthe sametimeyournumberrings SelectCallForwardingSettingsfromthe Toolsmenu,thencheckSimultaneously Ring.Onceyouhavedonethis,selecta number,orclickNewNumberandentera number. AlternatelyyoucanselecttheCall Forwardingbuttonfromthebottomofthe LyncconsoleandthenpickSimultaneously Ringfromthedropdownmenu. ToRedirectunansweredcallstoVoiceMail, anothernumber,oracontact: SelectCallForwardingSettingsfromthe Toolsmenu,thenCheckForwardmycalls to,andselectVoiceMail. AlternatelyyoucanselecttheCall Forwardingbuttonfromthebottomofthe LyncconsoleandthenpickForwardCalls toVoiceMail.

IntegrationwithMicrosoftOffice UserscancommunicatewithcontextfromMicrosoftOfficeapplications.LyncServer2010workswith Exchange,SharePoint,andOfficeapplicationsforarichercollaborativeexperiencewithconsistent presence,clicktocalloptions,andanewsharedcontactcard. PresenceinOfficeapplications PresenceisintegratedthroughoutOffice2010,includingOutlook,SharePoint,Word,PowerPoint, Excel,andOutlook.Hoveringoverpresenceicondisplaysthecontactcardwithphoto,presence information,andoneclickconnectoptions.WordSmartTagsalsohavepresencecapability. Coauthoring InWordandPowerPoint,userscanseepresenceinformationandclicktocommunicatefromwithinthe documenttoinitiateacoauthoringsession.Otheruserscanbebroughtintothesessionjustaseasily. OfficeBackstageintegration ThenewOfficeBackstageviewintegratesvariouscommunicationoptionssouserscansharedocuments andpresentationsviaIM,sharetheapplicationitself,orclicktocalldirectlyfromtheapplication. Streamlinedcommunicationfromwithinapplicationssimplifiescollaborationandboostsproductivity. Userscanrespondtoemailmessageswithaphonecallortheycancontacttheauthorofadocument allfromwithinMicrosoftOfficeapplications. Seepresenceforpeopleassociatedwithadocument Findcontactstosharedocumentswith SenddocumentsviaIMwiththeSendNowbutton InitiateadhocapplicationsharingfromwithinthedocumentwiththeShareNowbutton

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