Lync 2013 Guide for PC - EMCC Technology FAQ · PDF fileUniversity of Connecticut Page 4 Federated Organizations Many organizations around the world have also deployed the full Lync

Lync2013GuideforPC

LastUpdated: May28,2013

University of Connecticut Page 2

TableofContentsIntroduction .................................................................................................................................................. 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 .............................................................................................................................. 8

Find Your Colleagues ................................................................................................................................. 9

Communication Modalities ......................................................................................................................... 10

Instant Messaging ................................................................................................................................... 10

Voice and Video Conferencing ................................................................................................................ 10

Content Sharing ...................................................................................................................................... 12

File Sharing .............................................................................................................................................. 14

OneNote Integration ............................................................................................................................... 14

Mastering Meetings .................................................................................................................................... 15

Scheduled Meetings ................................................................................................................................ 15

Unscheduled Meetings ........................................................................................................................... 20

Options for All Meetings ......................................................................................................................... 20

People Menu ....................................................................................................................................... 20

Access and Presenter Settings ............................................................................................................ 21

Recording Meetings ............................................................................................................................ 22

Lync Options ................................................................................................................................................ 23

Contact List Organization ........................................................................................................................ 23

Contact Groups ................................................................................................................................... 23

Display Options ................................................................................................................................... 23

Contact Details .................................................................................................................................... 23

The Contact Card..................................................................................................................................... 25

View Conversation History ...................................................................................................................... 26


IntroductionThe UConn School of Engineering and UITS have deployed the enterprise web conferencing platform

Microsoft Lync. This software enables faculty, staff, and students to communicate in new and exciting

ways, over a secure Internet connection from anywhere in the world. Faculty and staff are licensed to

use the full Lync 2013 client, while students are able to use the free web‐based Lync Web App.

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

via the free Lync Web App.

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.

WhoCanITalkTo?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 Can I Use Lync?

Faculty and Staff 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!

Students 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 web‐based Lync Web App 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 Web App Guide to learn how to connect to your meetings.

Other Colleagues Anyone in the world can use the free Lync web‐based 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 Web App Guide to learn how to get connected to your meetings.


Federated Organizations Many organizations around the world have also deployed the full Lync client for their employees. Through a process called federation, you may 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/

Table 1

GettingStarted

InstallaWebcamYou 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, the following products are recommended:

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.

HeadsetsandSpeakerphonesYou 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.

Microsoft LifeChat LX‐6000 – This headset with microphone is optimized for Lync and is available

for about $30.

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:

http://technet.microsoft.com/en‐us/lync/gg278164


InstallLyncThe latest version of Lync, Lync 2013, is included by default in an installation of Microsoft Office 2013. If

you do not have this version of office, you should use the instructions below for installation.

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 installation by double‐clicking on the

downloaded file. On Windows Vista and newer,

you may be prompted by the User Account

Control (UAC) to give permission to the installer.

Click Yes if you see the prompt in Error!

Reference source not found..

4. The installer will prompt you to confirm

installation, click Yes, as shown in Error!

Reference source not found..

5. You can now open the Lync software by clicking

on the Start button, selecting All Programs, and

clicking Microsoft Office 2013, then Lync 2013

(see Error! Reference source not found.).

6. The first time that you launch Lync, a window will

appear asking you to configure updates for

Microsoft Office. Select Use recommended settings

and click Accept. If you are again prompted by the

User Account Control (UAC), click Yes.

7. If you are using a UConn‐owned, you should be

automatically signed into Lync. Otherwise, use the

instructions in the next section to learn how to login

manually.

Figure 1

Figure 2

Figure 3


Sign‐IntoLyncOn most UConn‐owned computers Lync should automatically login without you having to enter your

username or password, and you can skip the directions below. The Lync software supports automatic

sign‐in for computers joined to the following UConn domains: UITS, School of Engineering, School of

Business, the University Libraries, and CHIP.

If you are using a personally owned computer, or your computer is not joined to one of these UConn

domains, you will have to manually sign‐in using the instructions below. Please refer to Table 2 for

examples of sign‐in addresses and user names for your department.

1. When prompted for your Sign‐in address, enter your full email address, such as

[email protected] (see Error! Reference source not found.). Then, click Sign In.

2. You will be prompted to enter your password (see Figure 5), then click Sign In.

3. You will be asked if you would like your sign‐in info to be saved in Lync. Choose the option that

you are comfortable with.

Figure 4

Figure 5


4. You will receive the error Can’t sign in to Lync (See Figure 6). This is expected, click OK.

5. You will then be prompted to enter your User name. Enter your username in the form of

username@domain. Then, enter your password in the Password field and click Sign In. See

Figure 7. See Table 2 for a reference on how to format your domain field.

If your computer is managed by…

Then your “Sign‐in address” format is… And your “User name” format is…

UITS Your UConn email address, such as [email protected]

Your NetID, such as [email protected]

School of Engineering

Your Engineering email address, such as [email protected]

Your Engineering username, such as [email protected]

School of Business

Your Business email address, such as [email protected]

Your Business username, such as [email protected]

University Libraries

Your Library email address, such as [email protected]

Your Library username, such as [email protected]

CHIP Your CHIP email address, such as [email protected]

Your CHIP username, such as [email protected]

Table 2

Figure 6

Figure 7


ControlYourPresenceYour 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 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.

Table 3

You can manually change your presence by clicking on

the availability menu under your name, and then

selecting a different status, such as Busy, as shown in

Figure 8.

Figure 8


FindYourColleaguesNow 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 Error! Reference source not found..

Once you find your colleague you can add them to your contact list. To do so, hover over their picture

to display a row of buttons called the Quick Lync menu. Select the ellipses icon at the end of the row,

and then select either Add to Favorites or Add to Contacts List, as shown in Figure 10. Alternatively, you

can right‐click on the person’s name to display the same menu.

Figure 10

Figure 9


CommunicationModalities

InstantMessagingThe 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.

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 11.

You will learn how to use the other

features of an instant message window in

the following sections.

VoiceandVideoConferencingSome 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 telephone and/or camera icons on the bottom of the conversation.

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.

Figure 11


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 Error! Reference source not

found.. Click on this notification to accept the call.

When there are more than two users in a video conference, Lync

automatically detects who is actively speaking and displays that

person’s video. In the section of this document on Conferencing, you

will learn how to display multiple video streams at once.

Figure 13 below shows many helpful controls that can be used during

a video call.

Figure 13

Figure 12


ChangingViewsLync 2013 introduces the concept of having multiple ways to arrange the components of a meetings.

Each attendee in a meeting can choose the view that they want to

use. The default view is called Gallery View. In this view, up to five

video streams will be displayed above any content that is being

presented. Speaker View displays any content that is being

displayed, along with the video stream of the person presenting that

content. Presentation View displays only content, and no video

stream. Compact View shows only a list of the meeting’s attendees.

You can change the view of your meeting by clicking on the second

icon from the right on the bottom right of a meeting window, as

shown in Figure 14.

ContentSharingIn addition to communicating with your colleagues over instant message and video calls, you can also

easily share content from your computer through Lync. To share content, simply click on the present

icon at the bottom of a conversation window, as seen in Figure 15.

You can share the following kinds of content:

Desktop – This displays your entire desktop,

and all running applications, to the other

people in the conference.

Monitors – If you have multiple monitors on

your computer, you will see the option to

share the content of each monitor

individually, rather than the Desktop option.

Program – Rather than share your entire

desktop, you can share a specific program

that is open, such as Internet Explorer or

Outlook.

PowerPoint– Lync has special support for

PowerPoint presentations. When you select

this option, your PowerPoint file is uploaded

to the Lync server so that it can be easily

streamed to the participants of your

conference. Once it is displayed, you can paginate through the presentation, as well as

annotate directly on it, using the tools displayed in Figure 16Error! Reference source not found..

Whiteboard – A whiteboard enables you and the other participants in a conference to do

freehand drawings and note taking.

Poll – A poll enables you to send a question to all participants in a meeting, and easily collect

their responses.

Figure 15

Figure 14


After you have shared more than one piece

of content, you can view a list of all past

content by clicking on the present icon, then

Manage Presentable Content, as shown in

Figure 17. You can use this list to:

Toggle back and forth between the

content you are presenting.

Manage permissions on who can see

content.

Save content locally, including with

annotations.

Figure 16

Figure 17


FileSharingYou can easily share files with people through Lync. You can either drag and drop a file into a Lync

conversation window or use the Attachments tab in the top of the presentation content window, as

shown in Figure 18.

OneNoteIntegrationLync 2013 introduces the concept of integrating the popular OneNote application into the Lync

experience. Lync will automatically create a OneNote page on which you can take notes related to the

meeting you are a part of. This OneNote page can be put on a shared drive and made accessible to all

participants of a meeting. You can access this feature through the presentation content window, as

shown in Figure 19.

Figure 18

Figure 19


MasteringMeetingsSo 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 scheduled or unscheduled. Meetings

use the same interface as impromptu discussions, but introduce a few additional features:

Meeting Spaces – Each Lync user has their own personal Meeting Space, 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 space. You can control who is allowed to automatically enter your space,

versus who has to wait for admittance in the Lobby. You can also create unique Meeting Spaces

URLs for meetings, which can have custom permissions for who can access them and present

content.

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.

ScheduledMeetingsScheduled meetings are created through Outlook. This feature

works best on Outlook 2013 and 2010, though 2007 will also

work. To get started, open Outlook, and click on the New Items

button on the Home toolbar and select Lync Meeting, as shown

in Figure 20. You can then create the scheduled meeting with

participants, a subject, etc.

Figure 20


You can customize the settings of a meeting by clicking on the Meeting Options button on the toolbar

while creating or viewing the meeting settings, as shown in Figure 21. You can also change these

settings at any time during a meeting.

There are permissions for every Meeting Space that control who can access the meeting, as well as who

can present content. For your personal Meeting Space, the permissions are:

These people don’t have to wait in the lobby: People from my organization

Who’s a presenter?: People from my organization

Both of these settings mean that any authenticated user of Lync, which would be all faculty and staff,

can access your meeting and present content. If these are not the appropriate permissions for the

meeting that you are scheduling, select A new meeting space (I control permissions), as shown in Figure

22.

Figure 21

Figure 22


Table 4 and Table 5 describe what effect the different options have on your meeting.

Thesepeopledon’thavetowaitinthelobbyOption Who Waits in the Lobby When to Choose This Option

Only me, the meeting organizer

Everyone You don’t want people viewing your handouts or PowerPoint slides before the meeting.

People I invite from my company

Unauthenticated users, such as students using web‐based Lync, and authenticated users you did not invite.

You are discussing something sensitive or confidential.

Anyone from my organization

Unauthenticated users, such as students using web‐based Lync

You want to exclude unauthenticated users, but no one else.

Anyone (no restrictions)

No one You are inviting unauthenticated users, such as students using web‐based Lync.

Table 4

Who’sapresenter?Option Who is a Presenter When to Choose This Option

Only me, the meeting organizer

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.

People I choose You and the participants you choose

For meetings where there will be multiple presenters and you know who they will be. You can always add additional presenters during the meeting.

Anyone from my organization

Everyone you invite who are authenticated users, such as faculty and staff.

For meetings where all authenticated participants should be able to present content.

Anyone (no restrictions)

Everyone you invite For meetings where everyone should be allowed to present content, including unauthenticated users, such as students using web‐based Lync.

Table 5

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 the link Join Lync Meeting. Alternatively, if you’re using Outlook 2010 or newer, you can

click on the Join Online button that will be displayed on the meeting reminder, as shown in Figure 23.


When you join your meeting, you may see the Join Meeting Audio prompt displayed. Select Use Lync

(full audio and video experience), select Don’t show this again, and click OK, as shown in Figure 24.

Figure 23

Figure 24


If at any time during your meeting there are people admitted to your lobby, you will see the notification

displayed in Figure 25. Click on Admit to allow the participant to enter the meeting. Or, click on See

Lobby to see more details about the participant, including their full name, as seen in Figure 26. You can

also admit multiple participants with the Admit All option in the See Lobby view. Lastly, you can use the

See Lobby view to deny participants entry into the meeting.

Figure 25

Figure 26


UnscheduledMeetingsUnscheduled meetings can be started at any time

by using the Meet Now option found by clicking

on the down arrow on the top right of the Lync

interface, as shown in Figure 27.

You may also receive the Meeting Audio prompt

from Figure 24 when starting an unscheduled

meeting.

At first, your new meeting will have only one

participant, yourself. This is a great time to pre‐

stage the content you would like to share with

future participants, by using the present menu.

OptionsforAllMeetings

PeopleMenuThe 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. To access the People Menu, click

on the people icon at the

bottom of a Lync window, as

shown in Figure 28. From this

menu, click on the Invite More

People button to invite other

Lync users to your meeting. Or,

click on the Actions tab to view

more options. From the Actions

tab, you can perform multiple

functions. You can click Invite

by Email to send an invitation to

your meeting by email to

anyone who may not be in your

contact list, such as students or

colleagues at another

university. All they need to do

is click on the link in the email

message to join your meeting.

Figure 27

Figure 28


AccessandPresenterSettingsThis is also a great time to configure the 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. To access these settings, click on the ellipses in the bottom right of the Lync meeting window,

and select Lync Meeting Options, as shown in Figure 29.

The default meeting options allow

anyone to access your meeting,

assuming they know the meeting

URL, and anyone to present

content. They also allow anyone to

annotate on top of presentations.

These settings may be appropriate

for some meetings, and not others.

If you would like to have a meeting

where only you have control over

the content that is displayed, such

as a meeting with students, you

can configure the settings as shown

in Figure 30.

You can also click on the Meeting

Entry Info option in the ellipsis

menu to display the link to your

meeting, which you can distribute

to others.

Figure 30

Figure 29


RecordingMeetingsAnyone with Presenter status in a meeting can initiate recording. All recording is done on the local

computer of the person who initiated it. Multiple people can record a meeting at once. To initiate a

recording, click on the ellipses icon on the bottom right of the meeting window, and then click Start

Recording, as shown in Figure 31.

After you initiate recording, other users in the meeting will be notified, as shown in Figure 32Error!

Reference source not found.. You can pause or stop the recording at any time using the icons on the

bottom of the meeting window.

When you stop the recording, you will see the notification shown in Figure 33. This is from the Lync

Recording Manager. Double‐click on this icon to display a list of your recordings. From this window you

can click Play to view your recording or click Browse to find the recording on your computer.

Figure 31

Figure 32

Figure 33


LyncOptions

ContactListOrganization

ContactGroupsContact Groups can be used to organize the

people you communicate with in Lync. By

default, there are two contact groups:

Favorites and Other Contacts. 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, click on the

person icon in the top right of your contact list, and select Create a New Group, as shown in Figure 34.

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.

DisplayOptionsThere 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

Relationships. 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 35.

ContactDetailsYou can change what details are displayed about each

individual contact, such as their picture. To access

these options, click on the person icon on the top right

Figure 34

Figure 35


of your contact list, as shown in Figure 34, and select Display Options. You can choose various options,

such as whether or not to display photos, and whether or not to use the Favorites group, as shown in

Figure 36.

Figure 36


TheContactCardLync 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

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, hover your mouse over the contact’s picture

in your contact list to display the icons shown in

Figure 37, then click on the right‐most icon.

The contact card will be displayed for this user, as

shown in Figure 38. The icons on the contact card

can be used to initiate an email, an instant message,

etc.

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.

Figure 37

Figure 38


ViewConversationHistoryLync stores a copy of all your instant messages on your computer. You can view this history by browsing

to the Conversation History folder in Outlook or by clicking on the Lync icon shown below in Figure 39.

This icon will display a notification if you have missed any calls.

Figure 39

Documents

Lync 2013 Guide for PC - EMCC Technology FAQ · PDF fileUniversity of Connecticut Page 4 Federated Organizations Many organizations around the world have also deployed the full Lync