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PolyU Staff Email Service
Lync Online
Setup and User Guide
Version 1.0
Last Update: 6 May 2013
PolyU Staff Email: www.polyu.edu.hk/email
ITS HelpCentre Support: www.polyu.edu.hk/HOTS
ITS HelpCentre Support Hotline: 2766 5900
PolyU Staff Email Service – Lync Online – Setup and User Guide 2/39
Table of Contents
1. Introduction ....................................................................................................................................... 3
A. Software requirements for Lync Online.................................................................................. 3
B. Hardware requirements for Lync Online ................................................................................ 4
C. Benefits of Using Lync Online Service ..................................................................................... 5
D. Features of Lync Online Service .............................................................................................. 6
2. Setup of Lync 2010 Service ................................................................................................................ 9
3. Usage Guide ..................................................................................................................................... 16
A. Sign In .................................................................................................................................... 16
B. Set Status and Current Information ...................................................................................... 19
C. Find a Contact ....................................................................................................................... 20
D. Send an Instant Message ...................................................................................................... 20
E. Receive an Instant Message.................................................................................................. 21
F. Personalize your Contact Info ............................................................................................... 22
G. Build your Contact List .......................................................................................................... 24
H. Make an Appointment with Online Meeting Content .......................................................... 25
I. Set Meeting Options ............................................................................................................. 26
J. Send your Online Meeting Invitation .................................................................................... 27
K. Join the Meeting ................................................................................................................... 27
L. Send Messages, Add Audio and Video .................................................................................. 29
M. Share your Desktop ............................................................................................................... 30
N. Stop Sharing .......................................................................................................................... 30
O. Give Control of your Desktop to Others ............................................................................... 31
P. Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll ........................ 32
Q. Show Stage ............................................................................................................................ 35
R. Transfer a File an individual contact ..................................................................................... 35
S. Attach a File to a Group Conversation .................................................................................. 36
T. Manage Files in Group Conversation .................................................................................... 36
U. Use Meet now ....................................................................................................................... 37
*The following illustrations are based on Outlook Client 2007 and Windows Vista.
PolyU Staff Email Service – Lync Online – Setup and User Guide 3/39
1. Introduction
Microsoft Lync Online, one of the components of Microsoft Office 365 for Education, is a cloud based
communications service that connects people in new ways, anytime, from virtually anywhere. Lync
Online provides intuitive communications capabilities across presence, instant messaging,
audio/video calling and a rich online meeting experience including PC-audio, video and web
conferencing. Transform your interactions with colleagues, customers and partners from today’s hit-
and-miss communication to a more collaborative, engaging, and effective experience.
A. Software requirements for Lync Online
Operating system Supported browsers
Windows 7 (32-bit)
Windows Internet Explorer 8 and later versions
Firefox 3 and later versions
Chrome 6 and later versions
Windows 7 (64-bit) Internet Explorer 8 and later versions
Firefox 3 and later versions
Chrome 6 and later versions
Windows Vista with Service Pack 2 (32-bit) Internet Explorer 7 and later versions
Firefox 3 and later versions
Chrome 6 and later versions
Windows Vista with Service Pack 2 (64-bit) Internet Explorer 7 and 8
Firefox 5
Windows XP with Service Pack 3 (32-bit) Internet Explorer 7 and later versions
Firefox 3 and later versions
Chrome 6 and later versions
Windows XP with Service Pack 2 (64 -bit) Internet Explorer 7 and 8
Firefox 5
Windows Server 2008 and Windows Server 2008 R2
Internet Explorer 8 and later versions
Firefox 3 and later versions
Chrome 6 and later versions
Mac OS X 10.5 or Mac OS X 10.6 Firefox 3 and later versions
Safari 4 and later versions
PolyU Staff Email Service – Lync Online – Setup and User Guide 4/39
B. Hardware requirements for Lync Online
System component Minimum requirement
Operating system Windows 7 32-bit operating system.
Windows Vista 32-bit operating system.
Windows XP Professional with Service Pack 2 (SP2). Windows Installer 3.1 and Microsoft Core XML services (MSXML) 6.0 SP1 must be installed before deploying Lync 2010.
Computer/processor Data and voice: 1 gigahertz (GHz) or higher processor; 2 GHz 32-bit or 64-bit processor recommended.
For video: Dual Core 1.9 GHz or higher for VGA; Quad Core 2.0 GHz or higher for High Definition.
For the Microsoft RoundTable™ conferencing device: 2 GHz or higher.
Display resolution 1024x768 required
Graphics hardware Support for Microsoft DirectX 9 application programming interface
128 MB of graphics memory (minimum)
Microsoft Windows Display Driver Model driver
Pixel Shader 2.0 in hardware
32 bits per pixel
Memory 1 GB of RAM (2 GB recommended).
Telephony Microphone and speakers, headset with microphone, or equivalent device.
Video source USB 2.0 video camera or RoundTable device.
Bandwidth requirements Data: 56 kbps (minimum); 56 kbps (high-quality).
Voice: 50 kbps (minimum); 80 kbps (high-quality).
Video: 50 kbps (minimum); 250 kbps for CIF, 600 kbps for VGA, 1.5 Mbps for High Definition (high-quality).
RoundTable device: 50 kbps (minimum); 250 kbps (high-quality).
The required and recommended bandwidth speeds are cumulative. For example, to use voice, webcam, and the RoundTable device, the minimum bandwidth would be 50+50+50=150 kbps.
Other requirements* Microsoft Core XML services (MSXML) 6.0 SP1 must be installed before installing Lync 2010.
Outlook 2010/Office Outlook 2007 and Exchange Server 2010/2007 or Exchange Online are required for Outlook interoperability options.
For interoperability with Microsoft Office to work correctly, users may need to install an update to Outlook 2007. For details about the Outlook update, see Microsoft Knowledge Base article 936864, "Description of the 2007 Office hotfix package" at http://go.microsoft.com/fwlink/?LinkID=143112.
Installation and updates Administrator privileges or, in Standard User mode, administrator credentials.
*Microsoft Silverlight™ 4.0 is installed automatically during the Lync 2010 setup.
PolyU Staff Email Service – Lync Online – Setup and User Guide 5/39
C. Benefits of Using Lync Online Service
Lync Online is an enterprise-grade communication solution that can improve business efficiencies, increase productivity, and provide cost savings.
Know whether others are available to communicate. Repeatedly attempting to reach each other by phone or email is a common communication problem in today’s business world. Often the problem stems from workers who are physically separated by geography and time zones and who lack visibility into other people's availability or presence. Presence information is especially important when there is a need for a critical business discussion or a time-sensitive decision has to be made. Lync Online helps organizations increase individual productivity by adding presence, IM, and PC-to-PC audio and video calling to the business IT infrastructure.
Presence and click-to-communicate from Microsoft Office Outlook. Collaborating with others can be challenging for workers whose jobs require constant use of business productivity applications during the work day. Lync Online connects presence and real-time collaboration capabilities with the Microsoft Office Outlook messaging and collaboration client. This enables higher productivity by allowing workers to collaborate using the programs they’re already familiar with.
Connect with people and be more productive through a rich and immersive online meeting experience. Online meetings enable users to connect wherever they are through PC-based audio, video, and web conferencing, both as scheduled meetings and spontaneous, ad hoc collaboration sessions. With Lync Online, users can collaborate, share information, and coordinate their efforts in real time, all within the context of an existing workflow. Lync Online supports an integrated conferencing experience, enabling users to join the same conference from the PC (via the Microsoft Lync 2010 client) or from a phone (requires a separate dial-in audio conferencing service from a qualified partner).
Collaborate within SharePoint sites. Lync Online serves as the presence engine for SharePoint team sites and portals, providing presence and IM access from within Windows SharePoint Services and SharePoint Server sites. For example, users can enable the Members Web Part to see the presence of anyone associated with a SharePoint site, which allows information workers to spend more productive time in their business productivity applications.
Communicate with other organizations running Lync. The federation feature of Lync Online establishes trusted relationships between an organization and one or more external organizations. This allows users to see user presence and communicate using IM and PC-based audio and video across organizational boundaries.
Communicate with Windows Live Messenger contacts. Lync Online enables your users to connect with Windows Live Messenger contacts using IM, audio and video calls directly from Lync.
Reduce costs. Lync Online facilitates rich and engaging communications across and outside an organization without expensive business travel or costly phone bills. The Lync Online service allows organizations to focus IT resources on developing value instead of running IT infrastructure. Microsoft manages the risks and complexity of operational systems.
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D. Features of Lync Online Service
1. Microsoft Lync 2010 Client
To access and use the Lync Online service, end users require Microsoft Lync 2010, the desktop client for Lync Online. Currently, Lync 2010 is available via the Outlook WebApp of Staff Email service.
2. Lync Mobile Clients
Microsoft Lync 2010 mobile clients enable mobile devices to function as unified communications (UC) endpoints, providing instant messaging (IM), contacts and presence features to create a familiar client experience for users of Lync 2010.
3. Instant Messaging
Instant messaging (IM) is the ability to transfer text messages in real time over an Internet Protocol (IP) network such as the Internet or an organization's corporate network. IM text is encrypted for enhanced security.
4. Presence
Presence is the ability to detect another user’s availability. Using Lync Online, users can display their presence status—for example, Available, Away, Do Not Disturb, or Offline—to let others know their availability for consultation.
To easily monitor the presence information of another user, users can add other users to their contact list (max. 250 entries), and can organize and group these contacts in different ways (by department, for example). Users may also search their company’s address book to find other users—which means it is not necessary to add someone to the contact list in order to detect presence or send an instant message.
5. Presence with Office Outlook and Other Office Applications
Lync Online can embed presence with Microsoft Office 2007 or Office 2010. Users can instantly find and communicate with people from within Office Outlook. This connection occurs wherever the user sees a colored presence indicator that represents a person’s presence status. The user can then click the presence icon and initiate a communications using Lync 2010 and the interactive Office 2010 contact card. This feature is called “click-to-communicate.”
6. Presence with SharePoint Online
Lync Online embeds presence in SharePoint Online sites using the same presence indicator that is displayed in the Lync 2010 client. SharePoint users can view presence and initiate Lync communications functions (for example, send an instant message) directly from a SharePoint site, making collaboration easy and intuitive.
7. Presence with Exchange Online
Lync Online connects presence information with Exchange Online. This includes presence status updates based on Exchange calendar information, IM and presence in Outlook Web Apps, out-of-office messages in Lync 2010, and presence status and click-to-communicate in from Outlook.
Note: Presence in Outlook is available only for users who have the Lync 2010 desktop client installed and
properly configured.
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8. Lync-to-Lync Audio and Video Calls
Using Lync 2010, Lync Online users can make 1-to-1 computer-based audio and video calls to other Lync users using a PC and a web camera. Conversation quality may vary depending on customer network performance. For the best experience, use a device that is optimized for Lync 2010.
A Lync Online user can initiate Lync-to-Lync audio and video calls with another user in the same Lync Online organization (within or outside the corporate firewall) or with another Lync user in a Lync federated domain (as long as the two Lync domains are properly configured, supported, and permitted for federation).
9. File Transfer
The Lync Online service provides peer-to-peer file transfer capability so users can transfer large files as part of a Lync session without using email and clogging mail boxes.
10. Distribution Lists
Using Lync 2010, Lync Online users can add email distribution lists to their Contact Lists. Instant messages may be sent to individual members of a distribution list or the entire distribution list.
Distribution lists can be expanded to see the individual members of such lists.
Notes: Distribution list expansion is allowed only for distribution lists with 100 or fewer individual members
(regardless of the members’ presence or sign-in status). Distribution lists with more than 100 members are allowed but these distribution lists may not be
expanded to display individual members of the list. A distribution list counts as one contact against the 250 contact limit per user, regardless of the
number of individual members within the distribution list.
11. IM Security
Microsoft has extensive experience in designing and operating a highly available instant messaging solution. One key component is the Intelligent Instant Message Filter (IIMF) built into Lync Online, which helps protect both the customer network and the Microsoft managed network against the spread of the most common viruses and spam.
Subscribers to Lync Online benefit from an IIMF design that is built upon years of operating scalable, global IM systems, which can help to protect users from malicious content and links transmitted using IM.
12. Online Meetings
Lync Online meetings enable users to connect from virtually anywhere through PC-based audio, video, and web conferencing — both as scheduled meetings and as ad-hoc collaboration sessions. With Lync Online, users can collaborate, share information, and work together in real time, all within context. Lync Online supports an integrated conferencing experience with a maximum meeting capacity of 250 users.
13. Lync Multiparty Audio
Lync Online provides for Lync-based, multiparty (three or more users) audio conferencing capabilities. Lync multiparty audio provides users with an adaptive audio codec for optimal performance under varying bandwidth conditions, visual call and roster controls, network quality indicator, and powerful user management features (for example, drag-and-drop a participant name to add her to a meeting).
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14. Lync Multiparty Video
In addition to audio, Lync Online enables users to connect via high quality video sessions. Both person-to-person and multiparty (three or more users) sessions are supported. Active speaker video is only available for multiparty sessions. With Lync Online, users can easily schedule an online meeting with video or seamlessly escalate an IM session to a video call.
Note: Lync Online does not support interoperability with third-party, room-based conferencing systems.
15. Content Sharing (Web Conferencing)
In addition to video and audio, Lync Online provides powerful PC-to-PC and multiparty data sharing capabilities including desktop sharing, application sharing, PowerPoint presentation (via uploading for more control), virtual whiteboard, annotations and polling tool.
16. Ad-hoc Meetings
Users can start or join an ad-hoc Lync meeting easily with just a few clicks in Lync 2010—or right from Office applications. Lync Online enables users to escalate simple instant messaging conversations or email conversations to PC-based, multiparty audio and video meetings with shared desktops, applications, and documents.
17. Scheduled Meetings from Outlook
The Lync 2010 desktop client includes an Outlook plug-in that provides users with single-click scheduling of online meetings in Outlook. Participants can join with a single click from the Outlook reminder, or via the Outlook meeting itself. Organizers can easily set up meetings using predefined conference properties or can set meeting types and admission policies for specific needs. Details (such as meeting time, location, and attendees) follow the familiar Outlook template, and conference call-specific information (such as dial-in number and meeting passcode) are automatically populated (access phone numbers require third-party dial-in audio conferencing service).
18. Scheduled Meetings with Lync Web Scheduler
Lync Web Scheduler provides a web-based way to schedule an online meeting. It provides a browser-based conference management experience that includes operations such as the following:
Scheduling a new online Lync meeting List of existing meetings that the user has organized Viewing and modifying details of an existing meeting Deleting an existing meeting Sending invitations Joining an existing meeting
19. Lync Web App Client
Attendees and presenters can participate in Lync Online meetings via leading web browsers using the Microsoft Lync Web App. The web client experience enables IM in meetings, high-fidelity desktop, application and presentation viewing, desktop sharing, whiteboard, lobby, and presenter access controls. In addition, the web client supports phone dial-out after joining the meeting, which requires a third-party dial-in audio conferencing service.
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2. Setup of Lync 2010 Service
1. Go to http://www.polyu.edu.hk/email and then click Staff Email Login
2. Enter your NetID and NetPassword and then click Sign In
3. After logging to the Staff Email system, click Home then click Install Lync
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4. Select your preferred Language, an appropriate version based on your Windows version and
then click Install to save the file - LyncSetup.exe. It takes about several minutes to download
the file.
5. Double-click the file to run
Optional
a. If the following message is popped-up at the bottom of your internet browser,
Click Run to save and install immediately; OR
Click Save to save the file and run it manually afterward
b. If a confirmation message is popped up about the installation such as shown, click
Yes/Continue to confirm.
2
3
1
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6. Click Install
Wait for a minute for the setup
7. Click Close
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8. An interface for signing in would be displayed automatically. If the interface is not displayed,
you may
Click Start > Microsoft Lync 2010; OR
Click Start > All Programs > Microsoft Lync >
Microsoft Lync 2010
Note: the Start button is at the left-bottom corner of your screen
2
1
3
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9. On the interface for signing in, enter your staff email NetID@polyu.edu.hk as Sign-in
address then sign in by
Clicking Sign In; OR
Clicking your status beside Sign in as
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10. (Optional) To run Lync 2010, an additional
software msoidcli.msi is required. If your
system is missing the required software, it
should ask you to download (before you sign
in) in order to complete the installation
process. Click Download and install now? to
download and install it.
11. After completing the installation, enter your
NetID@polyu.edu.hk and NetPassword and
then click Sign In
12. After signing in successfully, the interface of
Lync will be displayed and your status in
Lync will be shown at the bottom-right corner
of your screen.
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13. You may sign out by
Clicking your status (e.g. Available) on
Lync interface and select Sign Out; OR
Clicking your Lync status at the
bottom-right corner of your screen and
then select Sign Out
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3. Usage Guide
Lync 2010 automatically sets your status based on your activity on Outlook calendar. You can also
manually update your status.
A. Sign In
1. Start the Lync application
Click Start > Microsoft Lync 2010; OR
Click Start > All Programs > Microsoft Lync >
Microsoft Lync 2010
2
1
3
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2. On the interface for signing in, enter your staff email NetID@polyu.edu.hk as Sign-in
address then sign in by
Clicking Sign In; OR
Clicking your status beside Sign in as
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3. Enter NetPassword and then click Sign In
PolyU Staff Email Service – Lync Online – Setup and User Guide 19/39
B. Set Status and Current Information
You could edit your status and current information as shown in the illustration below on the main
interface of Lync.
The following table lists the meaning of each status.
Available You are online and available for contact.
Busy You are in a Lync phone call or, according to your Outlook calendar, you are in a meeting.
Do not disturb You don’t want to be disturbed and will see conversation alerts only if they are sent by your Workgroup contacts.
Be right back You are away briefly and will return shortly.
Away Your computer has been idle (for 15 minutes, by default).
Off Work You are not working and are not available to contact.
Offline You are not signed in. If you have blocked individuals from seeing your presence, you’ll always appear offline to them.
11
Click to edit your current location
Click to edit your personal message
Click to customize your photo Settings
Enter a name/email to search a contact
Your contact list in Lync
Your name [Department] Click to edit your status
Select one of the options; OR
Click Reset Status to set your
status automatically based on
the activity on your Outlook
calendar.
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C. Find a Contact
1. Enter name/email of staff you want to find in Find a contact
2. Lync will search through your personal contacts and global address book in Outlook. The
searching result will be shown immediately on the list below Find a contact
D. Send an Instant Message
1. Double-click a contact on the list (see Find a Contact or Build your Contact List). A
conversation will be popped up.
2. Edit your message. You may change the font color, type and size, and add emoticons.
3. Press [Enter] key on keyboard.
3. Press [Enter]
1. Double-click on a contact
2. Edit your message
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E. Receive an Instant Message
When someone sends you an instant message, an instant message alert appears in the bottom-right
corner of your screen.
You choose one of the options shown as follow:
To accept the invitation, click the
message
To redirect the invitation, click
Redirect > Set to Do Not Disturb.
To decline the invitation, click Ignore.
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F. Personalize your Contact Info
You can personalize your contact and status. For example, you can add your mobile phone number
and make it available to closed contacts only.
1. Click Options
2. Click Phones on the left panel of the Lync – Options, then click Mobile Phone
3. Enter your phone number in Phone number, and then click OK.
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4. (Optional) Click OK, if the following confirmation message is popped-up.
5. Select Include in my contact card check box, and then click OK.
6. To let certain people see your personal numbers: in the Contacts list, right-click the contact's
name, click Change Privacy Relationship, and then click Friends and Family or Workgroup.
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G. Build your Contact List
You could add some people to your contact list if you would contact them often or you want to keep
track of them. After searching (see Find a Contact), you could either Pin to Frequent Contacts, Add to
New Group or add to existing group if any.
1. Click on of the targeted contact and select your preference from the menu.
If you would contact them often, click Pin to Frequent Contacts.
If you have not created any groups yet, click Add to New Group to name a new group
and add the selected contact to the new group.
If some groups are created, you could add the contact by directly select the existing
group in the list.
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H. Make an Appointment with Online Meeting Content
The Online Meeting Add-in for Microsoft Outlook is installed automatically when Microsoft Lync 2010
was installed. Choose one of the following options to schedule an online meeting:
Click File > New > Online Meeting; OR
Click New > Online Meeting; OR
Click Online Meeting in an
Appointment
The link for joining the online meeting will be then shown in the message content.
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I. Set Meeting Options
You may customize Access and Presenters Options of the Online Meeting appointment.
1. Click Meeting Options under Online Meeting group on an Appointment
2. Click Access and Presenters on the left panel of the Online Meeting Options. You may select
your preference about access and presenters.
3. For example, click the last option People I choose under Presenters group
4. Click Mange presenters. You could add Presenters from Attendees. The attendees list is formed
by the recipients of the appointment. Click OK to confirm the changes after setting.
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J. Send your Online Meeting Invitation
Click Send in the Appointment to send your invitation after making an appointment (see Make an
Appointment with Online Meeting Content). The appointment will be added on your calendar and the
invitations will be sent. Make sure that you have set the date and time of the appointment before
sending.
K. Join the Meeting
The recipients will receive the online meeting invitation you made (see Send your Online Meeting
Invitation). In the invitation, there are four options: Accept, Tentative, Decline and Propose New Time.
The recipients may click one of them to reply to the sender.
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To join a meeting, choose one of the following methods:
Click Join online meeting or the
meeting link in the invitation
Click Join Online in the Outlook
reminder. The remainder will be
popped-up automatically if reminder
of the appointment is set.
You could choose your preference and
then click OK in Join Meeting Audio.
When you are joining the online meeting, a conversation is shown as below. To send instant messages,
add audio (phone call) or add video, please see Send Messages, Add Audio and Video.
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L. Send Messages, Add Audio and Video
You may add different communication modes to your IM conversation. For example, you can start
an instant message (IM) conversation with a single contact and then add audio and video. You may
share multiple documents/slides/programs which are running by sharing your desktop (see Share
your Desktop); or attach files (see Attach a File to a Group Conversation).
*All conversation is saved in the conversations tab in Lync and in the Conversation History folder in Outlook. ^Microphone and speaker/headphone MUST be worked properly on your computer for making a call via Lync *Web camera, microphone and speaker/headphone MUST be worked properly on your computer for making a video call
See Attach a File to a Group
Conversation
See Share a Program,
PowerPoint Presentation,
Whiteboard & Conduct a Poll
and Share your Desktop Click IM to edit your message*
with customized font size, color
and emoticon
Click Call to add a call/voice^
Click Video to add video*
To invite more participants
a. Click People Options
b. Click Invite by Name or
Phone Number
c. Select a contact
See Use Meet now
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M. Share your Desktop
You could share your desktop (i.e. your screen) so that all conversation participants are able to see
everything on your screen. In the following example, ITS Trainer is going to share his desktop to the
participant - Training 22.
Note: all conversation participants will be able to see everything on your screen.
Yo
ur
Act
ion
1. You may click Share and then click Desktop
Par
tici
pan
ts’ A
ctio
ns
2. Participants click Accept sharing request, the desktop sharing session is established.
N. Stop Sharing
You may click Stop Sharing on the top task bar of your screen or conversation in the sharing session
to stop sharing.
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O. Give Control of your Desktop to Others
After the desktop sharing session is established, you could Give Control to one of participants and
Take Back Control anytime. Participants could Request Control actively.
Your Action
Giv
e C
on
tro
l
To give your desktop control to other, you may click Give Control and then select one of attendees
(participants) to take the control of your desktop.
Take
Bac
k C
on
tro
l To take your desktop control back, you may click Give Control and then Take Back Control.
Au
tom
atic
ally
Acc
ept…
To allow control to be taken automatically, you may click Give Control and then Automatically
accepted control requests. Only one person can be in control at a time.
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Participants’ Action R
eq
ues
t C
on
tro
l
Participant may click Request Control in the desktop sharing session to get the control.
Re
leas
e C
on
tro
l
Participant may click Release Control (after clicking Request Control) to release the control.
P. Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll Besides sharing desktop, you can share some running programs, PowerPoint Presentation, whiteboard
and conduct a poll. To stop sharing, see Stop Sharing.
See Attach a File to a
See Send Messages, Add Audio
and Video
Click Share and choose you options
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To share a particular running program
such as Word document,
a. Click Share > Program
b. Select a program from Share
Programs
c. Click Share
Note: all conversation participants will be able
to see all the open windows of the program you
chose.
To share PowerPoint,
a. Click Share > PowerPoint
Presentation
b. Select the PointPower file you
would like to share from Share
PowerPoint
All participants may use the
annotation tools provided on the tool
bar at the left bottom corner to draw
on the slide for sharing and save it
afterward.
At the right bottom corner, you may
customize your view such as full
screen.
Click Stop Sharing at the right top
corner to stop sharing.
To share white board, click Share >
New Whiteboard
Similar to PowerPoint sharing,
participants may use the annotation
tools to insert picture, mark on the
Whiteboard and save afterward.
To resize the inserted picture, you click
on the picture and then drag the small
triangle shown at the right bottom
corner of the picture.
Click Stop Sharing at the right top
corner to stop sharing.
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To conduct a poll,
a. Click Share > New Poll
b. Enter information of the poll such
as Question and Choices
c. Click OK
When the polling is started,
a. Let participants vote
b. You could view the result
immediately
When the polling is finished,
a. You may click which not allow
anyone to vote; To restart the
polling, you may click to
resume.
b. You may save the result as png file
after polling by clicking Save poll
icon.
In the sharing session, only one content
(e.g. poll, whiteboard and PowerPoint)
could be presented/shared at one time.
You could switch to another content at
any time for sharing.
You may click on the sharing content list
to switch to another content for sharing.
You may manage each sharing content
by right clicking on it or clicking the arrow
to show the option.
Note: If the sharing stage is missing, see Show Stage.
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Q. Show Stage
If the sharing stage beside the conversation is
missing, it should be hidden.
To show the stage,
Click Share > Show Stage
R. Transfer a File an individual contact
Drag-and-drop is the simplest way to send a file. In this example, ITS Trainer sends a pdf file to
Training 22 and Training22 accepts. ITS Trainer receives a message when the transfer is completed.
Your Action Participants’ Actions
1. Drag a file from file explorer or your Desktop
2. Drop it into a conversation or a contact on
your contact list.
Click Accept to save the file at a
default location; OR
Click Save As and select a file location
for saving the file; OR
Click Decline
You will receive notification when the transfer is
completed or declined.
Click the link to view the file.
1
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S. Attach a File to a Group Conversation
You could share a file with multiple people in a group conversation, meeting, or conference call by
drag-and-drop, similar to the section Transfer a File an individual contact, or by clicking Add or view
Attachments.
By drag-and-drop
a. Drag a file from file explorer or your Desktop
b. Drop it into the group conversation.
c. The uploading progress of your attachments
will be shown in Attachments.
Note: If the file size of the attachment is not large, you could the
shared attachment listed in Attachments.
By clicking Add or view Attachments
a. Click
b. Click Add attachment in Attachments
c. Select the file you want to share
Note: The small number at the right bottom corner of the icon
indicates the number of attachment attached.
Note: You may click Add Attachment in Attachments to continue adding file for sharing.
T. Manage Files in Group Conversation
You could download and remove the shared files in group conversation.
1. Click
2. Attachments will be shown
3. Right click on an attachment (or click the arrow
at the right of the attachment)
4. Click Save As to save and Remove to delete the
file in the shared group
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U. Use Meet now
Beside scheduling an online meeting (see Make an Appointment with Online Meeting Content, Set
Meeting Options, Send your Online Meeting Invitation and Join the Meeting), you can start a meeting
or conference call immediately with people who are inside/outside your organization using the
function Meet Now.
1. Click the small arrow at the right of Options, and then click Meet Now in Lync.
2. Select your preference and then click OK
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3. In the conversation, you could,
To invite someone INSIDE your
organization,
a. Click People Options
b. Click Invite by Name or Phone
Number
c. Select a contact
d. (Optional) Select multiple contacts
by holding [Shift]/[Ctrl] key and click
on particular contact
e. Click OK
f. Wait the attendees’ replies
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To invite someone OUTSIDE your
organization by email,
a. Click People Options
b. Click Invite by Email
Note: Invite by Email may be disabled if
there are only you in the conversation.
c. Click Copy All Information
d. Paste it into your Outlook or other
email system to send the email
Add contacts to the meeting by drag-and-
drop
a. Drag a contact from contact list
b. Drop it to the conversation
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