Skype for Business/Lync

Transcription

1 Skype for Business/Lync What is Microsoft Skype for Business/Lync? Skype for Business/Lync is an online meeting and instant messaging tool included in Office 365. It is offered to all UGA students, faculty and staff for free through their web-based UGAMail account. It offers instant messaging, screensharing, an interactive whiteboard and more. What is the difference between Skype for Business and Lync? In April 2015, Microsoft announced a new version of Lync called Skype for Business. If you have been using Lync on a Windows computer, you will notice that Skype for Business has replaced Lync after you apply the latest Windows updates. The Mac and mobile versions of the software will be referred to as Lync for now, but changes to these versions are expected in the future. The changes are currently mostly cosmetic, and the features and functions of both Skype for Business and Lync should be the same. Features and changes include: All prior Lync functions are preserved New look and feel Skype-inspired user interface Outlook Lync meetings are now Skype for Business meetings Call monitor Quick access to call controls Drag and drop file-sharing OneNote integration How do I access Skype for Business/Lync? There are several options to access Skype for Business/Lync. They include a desktop application for Windows and Mac, a web-based client through the online UGAMail, and mobile apps for Android and ios. Through the Desktop Application (Windows) The application is part of the Office 365 Pro Plus suite which students, faculty, and staff can currently download for free. Once you have the suite installed, simply run Skype for Business/Lync and log-in using your full UGA (MyID@uga.edu) and password. If you do not wish to install Microsoft Office Pro Plus through the University, you can download Lync Basic through Microsoft's website. Note: If you activated your Office365 subscription using your UGA , you will not be asked for a password. Quick Links Office 365 Sign in MyID Website UGAMail Site Table of Contents 1 What is Microsoft Skype for Business/Lync? 2 What is the difference between Skype for Business and Lync? 3 How do I access Skype for Business/Lync? 3.1 Through the Desktop Application (Windows) 3.2 Through the Desktop Application (Mac) 3.3 Through the Webmail (OWA) 3.4 Through the Mobile App (ios) 3.5 Through the Mobile App (Android) 4 How do I start an IM chat in Skype for Business/Lync? 4.1 Through the Web Mail (OWA) 4.2 Through the Desktop Application (Windows) 4.3 Through the Desktop Application (Mac) 5 How do I Schedule a meeting in Skype for Business/Lync? 5.1 Through the Webmail (OWA) 5.2 Through the Desktop Application (Windows) 5.3 Through the Desktop Application (Mac) 6 How do I start a meeting in Skype for Business/Lync? 6.1 Through the Desktop Application (Windows) 6.2 Through the Desktop Application (Mac) 7 How do I join a meeting in Skype for Business/Lync? 7.1 Join a meeting using the Web App instead

2 Through the Desktop Application (Mac) 8 How do I use a Whiteboard in Skype for Business/Lync? 8.1 Through the Desktop Application (Windows) 8.2 Through the Desktop Application (Mac) 9 Client comparison tables for Lync 9.1 IM Support 9.2 Conferencing Support 10 Frequently Asked Questions (FAQ) 10.1 What devices are optimized for Lync? 10.2 How do I stop Lync from starting automatically when I start my computer? 10.3 How can I change the font in my IMs? 10.4 Where can I find my previous IM conversations? 10.5 What do the different Presence Statuses mean? 10.6 What are the different Whiteboard annotation tools? 10.7 How can I change the time before my status is set to "Away"? 10.8 How do I find contacts within my organization? 10.9 How do I log out of the Desktop app? How do I log out of the ios app? If you do not have Skype for Business/Lync installed on your Mac, you will need to log to your UGA at ugamail.uga.edu Once you're logged in, click on the gear in the top right side of you screen and select "Office 365 Settings"

3 3. On the left side of your screen, select "Software" 4. On the left side of your screen, select "Lync"

4 5. Click "Install" 6. Once you have the program installed, simply run Lync and log in using your full UGA Make sure to include your full UGA for both " Address" and "User ID" Note:If you already have Lync on your Mac, please make sure to update to the latest version. Some older versions will not allow you to log in until updated.

5 Through the Webmail (OWA) Log in to your UGA at ugamail.uga.edu. Click on your avatar in the top-right side. Select "Sign in to IM"

6 Through the Mobile App (ios) Download "Lync 2013" from the App Store

7 Log in using your full UGA and MyID Password

8 Enter your cell phone number

9 Through the Mobile App (Android) Download the Lync 2013 app from the Google Play Store. Log in using your full UGA address and MyID Password.

10 Enter you cell phone number

11 How do I start an IM chat in Skype for Business/Lync? Please note that all digital communications, including instant messages, are subject to the Open Records law. Through the Web Mail (OWA) Log in to your UGAMail by going to ugamail.uga.edu Click on the "People" tab in the top right of your screen Find the person you wish to chat with from your list of contacts and click their name Click the

12 icon beneath the person's name Through the Desktop Application (Windows) Log into your Skype for Business/Lync Application Find the contact you wish to chat with Right-click their name and select "Send an IM"

13 Through the Desktop Application (Mac) Log into Lync Find the contact you wish to chat with Right-click ( two-finger click or CTRL + Click) their name and select Send an Instant Message. How do I Schedule a meeting in Skype for Business/Lync? Through the Webmail (OWA)

14 Log in to your UGAMail by going to ugamail.uga.edu Once logged in, click on Calendar in the top right of your screen. Click "New Event" in the top left of your screen Fill out all the relevant meeting information Click on "Online Meeting" above the message area. Through the Desktop Application (Windows) Right click on the contact you want to meet with. Select Schedule a meeting

15 3. This will open a meeting invite in Outlook. Set the time and date for the meeting as you normally would for a physical meeting. You can also add more participants at this time by adding their names to the contact field Click the icon in the top of the message box New Skype Meeting This will add a link in your meeting invitation to a Skype for Business session that your

16 meeting participants can click on to join the meeting through the web application or the desktop application. Through the Desktop Application (Mac) Right click on the contact you want to meet with. Select Schedule a meeting 3. This will open a meeting invite in Outlook. Set the time and date for the meeting as you normally would for a physical meeting. You can also add more participants at this time by adding their names to the contact field.

17 4. Click the Online Meeting icon in the top right-hand corner of the message box and select Create/Add Online Meeting. 5. This will add a link in your meeting invitation to a Lync session that your meeting participants can click on to join the meeting through the Lync Web application or the Lync desktop application. How do I start a meeting in Skype for Business/Lync? Through the Desktop Application (Windows) Click on the drop-down arrow next to the gear icon in the main Skype for Business/Lync screen Select "Meet Now" Select your preferred audio option for the meeting Click on the 5. icon to see participants. Click on "Invite More People" to add more participants

18 6. Select who to add from your contacts list or type in a name/ into the search field. Through the Desktop Application (Mac) Select the contact you wish to meet with. In the toolbar at the top of your screen, click on Conversation and scroll down to Meet Now.

19 3. You can choose to Meet with a Call, Meet with a Video or Meet with Desktop Sharing. Click on the option you want to start the meeting.

20 How do I join a meeting in Skype for Business/Lync? If a user has invited you to Skype for Business/Lync Meeting, you can find the event in your Calendar. Double-click on the event to see details. In the message, you will see a link you can click to join the Skype for Business/Lync Meeting. You will then be take to this screen: Note: If you are not currently signed in to your UGAMail account you will see the screen below. Click on "Sign in if you are an Office 365 user" and sign in using your UGAMail account and passowrd

21 The Skype for Business/Lync desktop app should now launch and take you into your meeting. Join a meeting using the Web App instead NOTE: The Lync web app currently does not work in Google Chrome. Users are advised to try Lync in another web browser, such as Firefox or Safari. Microsoft has not specified when an update to the Skype for Business/Lync web app will make it compatible with Chrome. If you would prefer to use the Lync Web App within your browser, you can click on "Join using Lync Web App instead". You will then be prompted to install a browser plug-in You will be asked to download the plug-in Click "Save File". 3. Once the file has downloaded, go to your Downloads folder (or wherever you chose to download the file) and run it

22 4. 5. Once the install is complete, your browser will attempt to run the Web App Some browsers will automatically block the plug-in required to run the Web App a. In Firefox, you will need to select "Allow" and then "Allow and Remember" in order for the App to run b. In Google Chrome, you will see a puzzle piece with a red "X" in the top right of your screen. Click on the puzzle piece, select "Always allow plug-ins on meet.lync.com" and click "Done" c. In Safari, you will be asked to trust the plug-in

23 6. You may need to refresh the page to run the Web App How do I use a Whiteboard in Skype for Business/Lync? Through the Desktop Application (Windows) 1. In an IM with another use, click on the present ( 2. ) icon Click on Whiteboard 3. The annotation tool set opens automatically on the right side of the Whiteboard.

24 4. You can find descriptions of the annotation tools here. Through the Desktop Application (Mac) Lync for Mac does not support the Whiteboard feature. For a full list of different features offered in each version of Lync, please see out Client Comparison Tables Client comparison tables for Lync This is a brief comparison list of the various Microsoft Lync Application features. For a full list, plea se see Microsoft's page. IM Support Feature/capa bility Lync 2013 Lync Windows Store app Lync Web App Lync Phone Edition Lync for Mac 2011 Initiate IM with a contact Navigate among multiple IM conversations/ Track multiple conversations in a single tabbed window Log IM conversations in Outlook Saved in Lync for Mac Initiate an to a contact Use prepared conversation templates Spelling checker

25 Skill search (with SharePoint Server integration) Persistent Chat (Group Chat) integration Escalate a Persistent Chat room to a Lync Meeting with one click Inline pictures of sender and receiver in IM window Send ink messages Receive ink messages 1 For Lync Online and/or Office 365 users, Lync 2010 Attendant is not supported. 2 On-premises Lync Server 2013 and on-premises SharePoint 2013 is required for skill search. 3 For Lync Online and/or Office 365 users, Persistent Chat is not available. Conferencing Support Feature/capa bility Lync 2013 Lync Windows Store app Lync Web App Lync Phone Edition Lync for Mac 2011 Add computer audio (requires plug-in) Add video (requires plug-in) View multiparty video (gallery view) Use in-meeting presenter controls Access detailed meeting roster Participate in multiparty IM Share the desktop (if enabled) (requires plug-in) 2 Share a program (if enabled) (requires plug-in) View only Add anonymous participants (if enabled)

26 Use dial-in audio conferencing Initiate a Meet Now meeting Add and present Microsoft PowerPoint files Present only View only, annotations not available4 Navigate Microsoft PowerPoint files Add and edit OneNote meeting notes Edit only (not add) Use a whiteboard Conduct polls Upload files to share with others Schedule a meeting or conference Outlook or Lync Web Scheduler Outlook or Lync Web Scheduler Lync Web Scheduler Outlook Create public meetings with static meeting IDs from Outlook Q&A Manager 1 For Lync Online and/or Office 365 users, Lync 2010 Attendant is not supported. 2 Participants cannot control desktops that are shared by Lync for Mac 2011 or Communicator for Mac 2011 users. Lync for Mac 2011 and Communicator for Mac 2011 users can control desktops shared by Windows users. 3 For Lync Online and/or Office 365 users, this feature requires an audio conferencing provider. 4 The Lync for Mac 2011 client cannot view Microsoft Office 2013 PowerPoint presentations when they have been shared in a conference by the Lync Web App 2013 client. Frequently Asked Questions (FAQ) What devices are optimized for Lync? Microsoft has a list of USB audio and video devices optimized for Lync: HERE And a list of Phones and Devices Qualified for Lync: HERE How do I stop Lync from starting automatically when I start my computer? 1. From the Lync main window, select the Gear Icon( ) > Tools > Options > Personal. Uncheck the box labeled Automatically start Lync when I log on to Windows. The next time you log on, if you want to use Lync you ll need to select it from the Start

27 menu. How can I change the font in my IMs? Click the font icon ( ) on the right side of your chat window. Here you can mange your font, font size, and color. Where can I find my previous IM conversations? Conversations are automatically saved into the "Conversation History" folder in your UGAMail account

28 You can also view a list of recent Lync interactions by clicking on the "Conversations" tab above the search field in the Lync Client What do the different Presence Statuses mean? Presence Status Available Busy In a call In a meeting In a conference call Description You re online and available to contact. Automatic or user-selected setting. You re occupied and shouldn t be interrupted. Automatic (if user is in an Outlook-scheduled conference) or user-selected setting You re in a Lync call (two-party call) and shouldn t be interrupted. Automatic. You re in a meeting (per Lync or per Outlook) and shouldn t be interrupted. Automatic. You re in a Lync conference call (Lync meeting with audio) and shouldn t be interrupted. Automatic.

29 Do not disturb Presenting Be Right Back Away Off Work Offline Unknown You don t want to be disturbed and will see conversation notifications only if they are sent by someone in your Workgroup. User-selected. You are giving a presentation from your Lync-enabled computer or are otherwise sharing your desktop and are not to be disturbed. Automatic. You re stepping away from the computer for a few moments. User-selected. Your computer has been inactive for a period of time (5 minutes by default; value can be adjusted.) Automatic. You re not working and not available to contact. User-selected. You re not signed in. If you have blocked individuals from seeing your presence, you ll appear offline to them. Automatic. Your presence is not known. If others are not using Lync as their instant messaging (IM) program, your presence might appear unknown to them. Automatic. What are the different Whiteboard annotation tools? Use the tools along the side of the Whiteboard to visually focus on the page or brainstorm with the participants. Many people can work on the Whiteboard at the same time, but each tool can be used only by one person at a time. Annotation Tool Laser Pointer Select and Type Pen Highlighter Eraser Stamp Shape Insert Picture Delete Selected Annotation More options Description a virtual laser pointer. Click and drag the pointer across the page. A blue circle appears in the meeting indicating your name selects an area to type. You can change font, size, and color by clicking the arrow next to the Select and Type to open the menu draws freehand. Click and start writing or drawing in black, or click the down arrow next to the button, and then select another color highlights a specific area of the current slide. removes specific annotation you choose inserts a stamp on the page: Arrow, Check, or X. Choose an option from the menu, then click on the Whiteboard to stamp. draws shapes such as lines, arrows and squares. Click the down arrow next to the button to select another shape or color inserts an image on the slide from your computer removes the annotations that you ve selected provides options to select the annotation, undo, redo, copy, cut, paste, paste as image, Save as, and Send to One Note

30 How can I change the time before my status is set to "Away"? 1. In the Lync application, click on the Select Tools > Options Select Status Adjust the time by clicking the up and down arrows to set your desired time How do I find contacts within my organization? In the search field on the Lync main window, type the name, address, or phone number of the person you are searching for. How do I log out of the Desktop app? Click on your status (Available, Busy, etc.) Select "Sign Out"

31 How do I log out of the ios app? Tap My Info in the bottom right of your screen Tap The button in the top right

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