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Lync 2010 user guide

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A basic user guide for Lync 2010

A basic user guide for Lync 2010


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  • 1. Using LyncAlan Richards
  • 2. ContentsLync Overview ................................................................................................................................................................... 2Instant Messaging ............................................................................................................................................................. 3 In Organisation People .................................................................................................................................................. 3 Out Of Organisation People .......................................................................................................................................... 3 Add A Contact ............................................................................................................................................................... 4Whiteboard ....................................................................................................................................................................... 5Making a Phone Call.......................................................................................................................................................... 6Receiving A Phone Call ...................................................................................................................................................... 7Transferring A Phone Call .................................................................................................................................................. 7 Direct Transfer ........................................................................................................................................................... 7 Consult Then Transfer ............................................................................................................................................... 8Making A Video Call .......................................................................................................................................................... 9Parking Lot ...................................................................................................................................................................... 10 Lync ............................................................................................................................................................................. 10Conference Call ............................................................................................................................................................... 11 Lync ............................................................................................................................................................................. 11Page | 1
  • 3. Lync OverviewLync is a communication tool, it can be used for instant messaging, screen sharing, audio conferencing, video callsand telephone callsPage | 2
  • 4. Instant MessagingLync can be used as an instant messaging client to have text conversations with people both inside your organisationand also from outside.In Organisation PeopleIn the Lync client window you can type the surname of the person you wish to speak to into the search bar as shownbelowThat person will appear in the result box below the search bar, at this point you can see their status by the colournext to their name, some of the common ones areGreen = AvailableYellow = InactiveRed = BusyTo start a conversation with the person double click on their name and the conversation window will openTo converse with the person type into the box at the bottom of the window and hit EnterOut Of Organisation PeopleIf you want to converse with people outside of your organisation you will need to add them as a contact (see belowfor more information) and once they are added double click their name in the main Lync client window to start aconversation.Communicating with people outside the organisation is called federation and does require some setting up by your ITdepartment before you can use itPage | 3
  • 5. Add A ContactIf you have contact with a person on a regular basis then it is advisable to add a contact to your Lync client. To do thisuse the search box to find the person you want to add as a contactHover over the person you wish to add as a contact and click the + sign that appears and select All Contacts from thepop up menuThis person will now be added to your contactsThe process is exactly the same for people outside of your organisation but will take longer to complete, also beforeadding people from outside your organisation to your contact list please ensure you have spoken to a member ofyour IT departmentPage | 4
  • 6. WhiteboardIn Lync the whiteboard allows you to draw something on an electronic whiteboard that all parties to the conversationcan seeTo start a whiteboard session start a conversation as normal and from the conversation window click on Share andselect New WhiteboardYou will now see your conversation and to the right of it an electronic whiteboardUsing the tools across the bottom of the whiteboard you can draw, type, highlightand eventually save your whiteboard sessionPage | 5
  • 7. Making a Phone CallMaking a call using Lync requires your organisation to have Enterprise Voice enabled and some Lync compatiblehardware either USB or standalone phones. The method for making a phone call with any Lync compatible handset isthe same as with any other phone, simply lift the handset and dial the number you wish to contact.To make a call from your laptop or PC you will need to be logged into Lync.Click on the telephone symbolYou may now either use your mouse to enter the number you wish to dial using the onscreen keypad and then clickon Call or you may use your keyboard to enter the number you wish to call and hit EnterPage | 6
  • 8. Receiving A Phone CallWhen you receive a call, users with handsets may just lift the receiver to answer the call. Users with no handset willuse Lync to answer the call.When you receive a call a small pop up will appear on the screen.Clicking on the Green Handset icon will answer the call, clicking Decline will send the call to your voicemailTransferring A Phone CallOnce you have answered a call you may transfer the call to another number or user. When you have answered a callin Lync you will see this pop upDirect TransferA direct transfer is the transfer of a call to another user without announcing the call or speaking to the other partybefore connecting the two callsIn Lync click on the transfer buttonFrom the options select Another Person or NumberAt this point you have the option to choose from a contact already in your list, a number you know or type the nameof the person you want to transfer the call toOnce the call has been transferred you may close any open windowsPage | 7
  • 9. Consult Then TransferThis method of transfer allows you to speak to the person you are attempting to transfer the call to before actuallytransferring the callAnswer the call in exactly the same way as the Direct Transfer but click on the pause buttonThis puts the call on hold which can be seen from the Lync call windowNow make a call to the party you wish to transfer the call to by using Lync, you will now have 2 calls openIf the other party wants to take the call then using the Transfer Button select the option CurrentConversations and transfer the call to the intended recipientIf the other party does not wish to take the call or their voicemail answers close that call and click Resume Call on theoriginal conversation windowPage | 8
  • 10. Making A Video CallTo make a video call open a Lync conversation window in the normal wayClick on Video and select Start a Video CallLync will now start the video call and initialise your web camAt this point your video has started but the other party in the conversation needs to start their videoTo do this they need to click on the button above the video source and click Start My VideoYou can now use the video and sound to have a face to face conversationPage | 9
  • 11. Parking LotThe parking lot is a storage space for calls that you wish to pick up on another phoneThe parking lot system could be used, for example, if you take a call from a person in a busy office but then wish tocarry on the conversation in privateLyncTo use the parking lot in Lync simply answer the call in the normal way and if you wish to park the call click on theTransfer Button and select Parking LotOnce the call has been parked, Lync will show you the number you need to dial from any other phone to retrieve thecallIn the example above the number is 324To retrieve the call go to any other handset and dial 324The parked call will then be transferred to that handsetPage | 10
  • 12. Conference CallAt times you may wish to include more than one person in a phone conversation, with Lync you can start aconference call to admit more than one person to a callA conference call may be initiated by any party in the callLyncFrom the Lync call window click on the People button and select Invite By Name Or Phone NumberAt this point you may either enter the phone number of the person you wish to invite, find them in your contact listor type in their nameOnce you have connected with more than one person the Lync window will change to conference viewYou can invite more people if you wish and invite people from outside the organisation, the screenshot below showsone participant joining the conference from a mobile phonePage | 11