Lync 2013 training - PC - umu.se · PDF fileSign in – audio and video device settings Make a call with Lync, call forwarding, availability and syncronization with Outlook Instant

Lync 2013 training - PC

Lync 2013 training - PC

The training is structured in several blocks. Sign in – audio and

video device settings

Make a call with Lync, call forwarding, availability and

syncronization with Outlook

Instant messaging (IM), share your desktop, how

to call ”regular” phonenumbers and

handling groups in Lync

Meetings in Lync, Lync WebApp and recordings Support and Lync help Discussion and questions

Start your computer

• Lync should start automatically

Signing in • When you sign in for

the first time you must do it in two steps

• Type your ”generic” e-mail adress. It ends with @umu.se.

• Click ”Sign in”

Signing in

• Type your password and click ”Sign in”

• Don’t save your sign in yet.

Signing in

• Type in your user name (CAS) and password in the new fields that show up. Your username must be preceeded with ad\

• Click ”Sign in” and save your credentials when promted.

Signing in

• Now you should be connected to Lync.

Signing in • If you sign in from Mac, iPad or smartphone

it’s the same procedure with sign in - two steps.

Connecting your headset

• You should use a headset that is a verified Lync headset.

• If it’s the first time you are using the headset the drivers for the headset should be installed automatically.

Selecting your primary device

• Click in the blue field with a symbol for headset at the botton of the Lync window.

• Select ”Headset” as your primary device.

Selecting your primary device - Mac

• On a Mac it shows up like this:

Audio device settings

• You should know how to check your audio device settings.

• Click on the headset symbol and choose ”Audio device settings”

Audio device settings

• Headset should be selected as the audio device.

• Test the volume for the speaker and the microphone.

Audio device settings

• Click ”Check Call Quality”.

• You will get a test call where you can verify that your audio is working correctly.

Check Call Quality - again • When you start

your computer in the morning it is good practice to check your call quality.

• Click on the headset symbol and choose ”Check call quality”

Secondary ringer

• You should check ”Also ring:” and choose your loudspeakers.

• You should also check ”Unmute when my phone rings”.

Audio device settings - Mac

Video device settings

• Click the small gearwheel to the right – choose ”Tools” and ”Video device settings”.

Choose your video device

• Choose your camera. In the example it’s ”HP HD Webcam”

• From now on you can use your camera in your meetings.

Choose your video device

• On a Mac your camera should start automatically.

PAUS

Making a call with Lync

• You can make a call to anyone with Lync. We will start with a call to somone at the university (who is connected to Lync).

• Write the name of a person you know at the university.

Make a call with Lync

• In the example the person is available (green). Click their photo once.

• Click on the phone symbol and you will make a Lync call.

• You can also expand the phone symbol and make the call of your own choosing.

When you call

• When you’re calling via Lync the person shows up in a new window with a picture (if it exists).

• In the window ”Calling Lync” shows up.

When the person answers your call

• The person (with picture) still shows up but the clock starts tickning.

• Disconnect by clicking

Answering a call • You can accept the call by

clicking • If you don’t want to answer you

can click ”Ignore”. • Clicking ”Options” gives you the

possibility to send a message in text only (without talking to the person)

• You can also click ”Set to Do Not Disturb”.

Starting your video • If you click the

symbol for camera a preview shows up.

• If you want your camera to show up you should click ”Start my video”

Video call

• If the person you’re calling also starts the camera you will see each other.

• Your own camera shows up as a smaller picture in the window.

Call forwarding

• You can forward your calls to Lync so that it rings simultaneously on another phone.

• Click on the symbol for phone in the blue field and choose ”Call forwarding Settings”.

Call forwarding

• For example, if you want your calls to ring simultaneously on your mobile phone and computer you should type your mobile number in the ”Simultaneously ring:” field.

Call forwarding • You can choose when

the the forwarding will apply. Click ”All the time”. Here you have two options – ”All the time” or ”During work hours set in Outlook”.

• Click ”Learn more…” if you want to get help on how to set work hours.

Call forwarding - Mac

Your availability

• You can choose how your availability will show up:

Do not disturb • If someone tries to call

you when your availability is set to ”Do not disturb”, you will not receive the call.

• ..exception..If the person who is calling you belongs to the group ”Friends and family” or ”Workgroup” you will receive the call.

Privacy relationship

• All your Lync contacts are placed by default in the ”Colleagues” group.

• You can change the privacy relationship by right-clicking a contact and choose ”Change privacy relationship”

Status change alerts

• You can ”tag” a person in Lync for changes in availability. You will get an alert for example when a person is availabile.

• Right click a person and choose ”Tag for Status Change Alerts”

Where are you and what are you doing?

• If you want you can type your location.

• You can also give information about what you are doing or working with.

Manage reference and voicemail with Lync

• You can manage reference and voicemail with Lync directly from the client.

PC - Manage reference and voicemail with Lync When you receive calls from those not on your Lync, the call is redirected to the voicemail operator with what you have set as the "cause" (see table at right). The caller may leave a message in your voice mailbox and the external caller can also speak with an operator. How to do this in Lync Enter the code in Lync in the area above your name, a space and time for when you're back. Finish with Enter.

If you enter a time (example 15:00) it takes effect from the same day you enter that time.

If you come back a different day than you have written your message, enter the month and the day. Ex. ”sam 1024” means that you are back on the 24th of October.

If you just write the code and a colon, it counts as the preset time.

If you type a semicolon after the code it will ring on your Lync. If you do not answer the call, it will be referred to your voicemail with whatever you have written in as the “reason” If you need to change your reference If you need to change your referral notice, you must delete all of the text and typing in the code and time.

How to reach the switchboard in Lync If you need help you can always call the switchboard to get to an operator. The operators are first-line support in Lync.

Simply enter "UMU växel" in the contact field. Although it appears as "Offline", you need only to call.

Voicemail – preferences in Lync To use the voicemail, you must set the preferences in Lync. Click on ”Tools, and Call Forwarding settings”. From there, click in the blue text (No voice mail. Calls will continuously ring for 20 seconds…).

Click on the arrow on the right that says ”None” and choose “New Number or Contact”

A new window opens ”Call Forwarding – Unanswered Calls”. Write in ”röstbrevlåda” or ”rostbrevlada” and click on OK, and OK.

You should see something like this: Click on

OK.

Retrieving your voicemail Call your voicemail by writing in ”röstbrevlåda” or ”rostbrevlada” in the field of contact. You should receive instructions on how to listen to your mailbox and how to go about changing the code, amongst other things. If you have received a voice message in your mailbox, you will get an

Synchronization with Outlook

• Lync is synchronized with your calendar in Outlook.

• When you create an appointment your availability for that time period is shown in Lync as busy.

Conversation history in Outlook

• All your conversations are saved in Outlook. Go to the folder ”Conversation history”.

Missed calls in Outlook

• You will get an e-mail if you have missed a call.

• This information includes phone number plus more information if the person in your contact list.

Online meetings via Outlook • You can invite to a

Lync Meeting via Outlook.

• Type the e-mail adresses and send the mail.

• The attendees will get a reminder in their Outlook calendar.

• They can join the meeting by clicking ”Join Lync Meeting”

Conversation history in Lync

• You can show your conversation history directly in your Lync client.

• Click • Conversation history

in Outlook saves more entries than in your Lync client.

PAUS

Instant messaging IM

• To write a message (IM) click

• Even if a person is available (green) it’s good practice to ask if it’s OK to call via IM.

IM – send flowers

• You can drag and drop pictures and send them via IM.

IM – sending documents • You can also drag and

drop documents (files) in an IM

Sharing your desktop

• You can share your desktop. To do this, ”Hover” over the symbol for screen and click ”Desktop”.

Sharing your desktop

• Click OK

Sharing your desktop

• The person you share your desktop with receives a message ”Accept Meeting Content”.

Sharing your desktop • Your desktop is

now displayed for the person you are communicating with

Sharing your desktop • From the receivers viewpoint the

desktop is quite small. • To expand to full screen you have to

click and then • You can give control of your computer

to the other person. The other person can click on ”Request control”.

How to call a ”regular” phonenumber

• Type the phone number including the area code. +46 is added automatically and the preceeding 0 (zero) is deleted.

• Double click the phone number

Calls abroad

Creating a group in Lync • After a while you will

have a lot of contacts in Lync. You can arrange or organize your contact list into groups. Click and select ”Create a New Group”.

• Rename the group.

Add contacts to a group

• Right click a photo or phone number and select ”Add to Contact List”. Select the group.

• You can also drag and drop existing contacts to a group.

PAUS

Start a meeting

• Click on the small gearwheel and select ”Meet now”.

• A new ”conversation” is started and you are the only participant.

Inviting participants to a meeting – Lync users

• You can drag and drop any person in your contact list into your conversation (meeting).

Inviting participants to a meeting – Lync users

• You have created a meeting with two paticipants.

• You can start your video by clicking the symbol for the camera.

Inviting more participants

• If you want to invite more participants – just drag and drop them into the conversation.

Recording a conversation • You can start a

recording of the meeting (conversation)

• Click on and choose ”Start recording”

Recording a conversation

• Inform the participants that you have started a recording.

• A new control is activated where you can pause and stop the recording.

Recording a conversation • When the recording is

finished you can click . . Select ”Manage Recordings”

• ”Microsoft Lync Recording manager” starts up where you can play and save (Publish) your recording.

Lync WebApp

• If you want to connect to a person that does not have Lync you can use Lync WebApp.

• Click on the gearwheel and select ”Meet now”.

Lync WebApp

• You will open a new conversation (meeting).

• Hover over the symbol and select ”Invite by Email”

Lync WebApp

• Send the invitation via e-mail to the participants.

• The person who is invited clicks on ”Join Lync Meeting”

Lync WebApp

• ”Lync Web App” starts in a web browser. The participant types his or her name and clicks ”Join meeting”.

• The participant must activate sound.

Lync WebApp • The new participant

shows up in your conversation window.

• If the new participant will be allowed to use full video and audio you have to check that the user is a particpiant.

• Right click the name (photo) and select ”Make a presenter”.

PAUS

Lync Support

• Support – talk to an operator – Type Umu växel in Lync

• IT-support – Type servicedesk in Lync – Call 7866300 – Create a new request

• PT (Personal Trainer) – Send an e-mail to [email protected]

Lync Help • Click the gearwheel ,

select ”Help” and ”Lync Help”.

Lync 2013

• Mobile devices

Questions and discussion