Welcome to the Microsoft Lync IM and Presence Training course. Lync is a software tool that allows you to find and connect with your coworkers.

Transcription

1 Welcome to the Microsoft Lync IM and Presence Training course. Lync is a software tool that allows you to find and connect with your coworkers. It provides the ability to send instant messages and let others know your current status and availability through the presence feature. 1

2 The information in this course is organized into three topics. These topics will help you to: Find the right person in Lync Connect with people you work with and Let people know where you are and what you are doing This module is approximately 15 minutes long. Click the next and back buttons to move throughout the course. Please note that you must view all slides to receive credit on your transcript for completing this module. 2

3 Finding the right person. This section covers My Picture and Personal Options Presence Search by Name and/or Keyword Hover Experience And the Contact Card 3

4 Lync provides quick access to setting and updating information a user wants to share including a personal note, status, and location. When you start using Lync, you may also want to update personal options. To do this click the Options button to display options and then click Personal on the list of options on the left. Suggested updates include checking the option to update your presence based on your Microsoft Outlook calendar information and to show photos of your contacts. These items are highlighted in red on this slide. To change your picture click My Picture. Then select which picture you d like to show or select the option to not show a picture. You can also show a picture from a web address. 4

5 Lync automatically sets your presence based on your activity or Outlook calendar. Your presence status is displayed here. You can also manually update your status. This allows you to tell others if you are available, busy, or away from your desk. To change your status, click the presence status and select one of the options. Here is a list of statuses that may display in the system. Take a moment to review the list. Click the Show Me icon if you would like to view a short demonstration video showing how to change your status. 5

6 When you first start using Lync, you will want to find and connect with your coworkers. Using the search functionality in Lync, you can quickly identify a person and their availability, and also search on more than just names. To search for a person, type the person s name in the search box, the results appear below the box. Expert Search uses keywords to narrow the search for finding a person or group with specific attributes. For example, you may type the word marketing. A list of names matching the search displays. Clicking the Skill link allows you to view individuals or groups that list skills matching your search. Click the Show Me icon to see a short video demonstration of finding a contact. 6

7 The Me Area presents photo, status, and other personal information to assist users in identifying a contact. If you hover your mouse on a contact you will see additional information and hovering over a contact s picture is a great place to start an IM. Point to a person s picture. When the contact card opens, click the IM button, or another option is to just double-click the contact. An instant message window opens and allows you to type and send a message. We will cover this in more detail in a moment. You may change your display options by clicking the display options arrow on the far right. Then just click to select the desired options. 7

8 The contact card is an ever-present tool for viewing someone s profile and organizational information. The contact card also serves as launch point for communication with a person or group. To view a contact card hover over a person s picture, their contact card displays. Click the chevron or down arrow in the lower right corner for a full version of their contact card. To see their organization information, click the organization tab. 8

9 Connecting with People This section covers Frequent Contacts Instant Messaging And using the Action Bar for Multimodal Communication 9

10 Frequent Contacts simplifies contact management by giving users easier access to favorite contacts. Lync automatically populates the Frequent Contacts group based on recent conversations. Click the chevron or down arrow next to frequent contacts to view the list. You may also pin a few of your most important contacts to this group for quick access. Type the person s name or address in the search box. In the search results, right-click the person, and then click Pin to Frequent Contacts. 10

11 To send an instant message, access your contacts list and double-click a contact. Type a message in the message input area at the bottom of the message box and press enter. Note that you may add an emoticon by clicking the smile face button and you may customize the font by clicking the letter A Here we can see that the contact has sent a reply. 11

12 When someone sends you an instant message an instant message alert appears in the lower right corner of your computer screen. To accept the invitation click the green reply button. To redirect the invitation click Redirect and to decline the invitation, click Ignore. Click the Show Me icon to view a short video demonstration on how to send an instant message. 12

13 You may invite additional people to an IM conversation. In the conversation window, click the People Options menu and then click invite by name or phone number. This opens a new window where you can select additional contacts or search for a person by name or phone number. 13

14 Lync offers the ability to tag a contact for status changes. This allows you to be immediately notified when the party you need to communicate with is free. Just right mouse click a contact and then click tag for status change alerts. Click the Show Me icon if you would like to view a short video demonstration. 14

15 The Action bar allows users to decide how to contact someone. Start by hovering over a contact. Then click an icon on the action bar to initiate a communication with the contact. You can send an message, or start an IM. 15

16 Let People Know Where You Are. This section covers the Location and Personal Note features. 16

17 Lync displays a location under your presence status that is related to the network you re connected to. Click the set your location arrow and select a location. You can make this location more meaningful by renaming it Work or Home. Then, every time you re working from this location, your contacts will have a better idea of where you are. To create a custom location, click the set your location arrow then type your location name in the window. Then press the enter key. Click the Show Me icon to see a short video demonstration. 17

18 Lync lets you easily update your location and note. You know at a glance what others are seeing about you so you can make sure your information is accurate and up-todate. Click in the Personal Note area. Then type your note. If desired you can also include a hyperlink. Your personal note is displayed as the second line of your contact information when other people view your contact information as shown here. Click the Show Me icon to see a short video demonstration. 18

19 This concludes our course. There are two additional resources available for download. Click here to download a copy of the course slides. Click here for a quick reference document that outlines the basic procedures shown in this course. When complete, simply close this window to exit the course. 19