Lync Working together online. Reinhold Gaugler, Armin Leitner, Mario Fuchs, Markus Hillepold, Timothy Hora. 2 nd edition, September 2014

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1 Lync 2013 Reinhld Gaugler, Armin Leitner, Mari Fuchs, Markus Hillepld, Timthy Hra Wrking tgether nline 2 nd editin, September 2014 LYNC2013ANEE

2 Legal infrmatin Matchcde: LYNC2013ANEE Authrs: Reinhld Gaugler, Armin Leitner, Mari Fuchs, Markus Hillepld, Timthy Hra Editrial Team: Reinhld Gaugler Translatin: Desalv Language Services Prduced in HERDT digital print 2 nd editin, September 2014 HERDT-Verlag für Bildungsmedien GmbH Am Kümmerling Bdenheim Germany Internet: inf@herdt.cm HERDT-Verlag für Bildungsmedien GmbH, Bdenheim All rights reserved. N part f this publicatin may be reprduced, nr electrnically prcessed, cpied r disseminated in any frm (printut, phtcpy, micrfilm r ther methd) withut the prir written permissin f the publishing cmpany. Althugh this bk has been prepared and checked with great care, the pssibility f errrs cannt entirely be ruled ut. Neither the publisher nr the authrs may be held liable r legally respnsible fr any incrrect infrmatin r fr the cnsequences f such infrmatin. Unless explicitly mentined elsewhere in the dcument, HERDT Verlag wns the cpyright t all screenshts. If, hwever, despite intensive research it has nt been pssible t find all cpyright hlders f the surces and pictures used, please send a brief message t ur Editrial Team. All persns, rganizatins, addresses, phne numbers, addresses, bank details etc. cntained in this bk and in the dwnladable files are fictitius. Any similarities t real persns r rganizatins are unintentinal and purely cincidental. HERDT Verlag training materials cntain links t websites f third parties. Liability fr these websites lies with their respective peratrs. We have n influence n the design r cntent f these websites. During the preparatin f this bk, we have checked the third-party cntent fr any pssible infringements f rights. N such infringements were apparent at this time. If we becme aware f any such infringements, the relevant Internet addresses will be remved frm the bk withut delay. The Internet addresses, screenshts, names, descriptins and functins given in the HERDT-Verlag training materials were current and valid at the time f preparatin f the materials. If the Web pages can n lnger be fund at the addresses given, they may have been remved cmpletely frm the Internet r transferred t a different address. If the screenshts, names, descriptins and functins n lnger crrespnd t the described sftware, the manufacturer has made changes r has mdified r remved the relevant sftware after the time f ging t press.

3 Cntent Lync Wrking tgether nline I Abut this bk What Lync can d What is Lync 2013? Benefits and functins f Lync Getting t grips with Lync Starting Lync The Lync prgram windw Exiting Lync Lync quick start guide Finding cntacts and giving presence infrmatin Hlding cnversatins Phning with Lync Presence infrmatin and cntacts Presence status and lcatin infrmatin Managing and finding cntacts Exercises Instant messaging (IM) Sending chat messages Sending and receiving files Exercise Phning with Lync The basics Making calls Accepting calls Actins during a call Setting up lng-term call frwarding Team-call grups Delegates Vice mail Call lgs and missed calls Exercises Online meetings Online meetings the basics The mst imprtant meeting functins at a glance Advanced meeting functins Sharing and cntrlling the desktp/prgrams Running a PwerPint presentatin with Lync Using a Whitebard Whitebard (WB) and presentatin (PR) functins at a glance Plling Planning nline meetings in Outlk Exercises Meetings with external participants Lync Web App Signing in with the Lync Web App Settings in Lync Cnfiguring Lync Index HERDT-Verlag 3

4 Lync Wrking tgether nline Abut this bk Requirements and bjectives Target grup The bk is aimed at all users f Micrsft Lync 2013 cmmunicatin sftware wh want t emply this grupware slutin in their cmpany. Previus knwledge The fllwing basic knwledge is assumed: ability t perate a cmputer (file system, file manager, muse, keybard, standard prgram installatin), ability t cnnect a micrphne and webcam, r alternatively a headset, familiarity with Micrsft Outlk ( and calendar functins) and Micrsft PwerPint (making presentatins), familiarity with a web brwser. Learning bjectives The aim f the bk is t enable readers t start and set up their wn Lync envirnment. They will be instructed in the prgram's terminlgy, persnal settings and day-t-day use f the sftware. Infrmatin abut sftware and hardware The descriptins in this bk are based n Micrsft Lync 2013 and the Windws 8 (64 Bit) perating system. In additin, the Micrsft Office 2013 Prfessinal package, Micrsft Lync Server 2013, Micrsft SharePint Server 2013 and Micrsft Exchange Server 2013 are set up. Instead f this installatin ptin, yu can als perfrm the actins described in this bk with an Office 365 accunt. Depending n yur perating system (e.g. Windws 7) and screen reslutin, the Lync windw, the perating system task bar and the Micrsft Office prgram icns may differ frm thse shwn in the bk. Fr full Micrsft Lync 2013 functinality an audi device (micrphne r headset) and a vide device (webcam) are required. 4 HERDT-Verlag

5 Abut this bk Cnventins used in the bk Structure f the bk At the start f each chapter yu will find the learning bjectives. At the end f mst chapters yu will find varius exercises n the themes described in the chapter. At the end f the bk yu will find an Index with a list f tpics and technical terms. Typgraphic cnventins T ensure that certain elements are easily recgnized, they are highlighted in the text by means f special frmatting. Fr example, names f prgram elements, e.g. tabs, buttns and icns are always in italic script and imprtant terms are emphasized in bld. Italics are used fr all names f buttns, icns, dialg bxes, tlbars, menus, menu items (e.g. Prperties), Internet addresses, file/ directry names and user-defined names. What d the varius icns in the bk mean? useful additinal infrmatin useful tip warning easy exercise mderately difficult exercise difficult exercise HERDT-Verlag 5

6 1 Lync Wrking tgether nline 1 What Lync can d In this chapter yu will learn abut what Lync can d abut the advantages that Lync ffers, particularly when used tgether with ther Micrsft Office prgrams 1.1 What is Lync 2013? Lync represents a cmplete cmmunicatin slutin and ffers the fllwing functins: Instant messaging Presence status indicatr Cmplete PC-based telephny Audi/vide cnferencing (nline meetings) Sharing and presenting applicatins and desktp Running PwerPint presentatins and using a Whitebard Cmmunicatin is via a standard, user-friendly interface and is pssible frm a PC, brwser r mbile device. Instant messaging Telephny Audi/vide cnferencing Desktp and applicatin sharing Presence status indicatr With instant messaging yu can transmit messages and files in real time. Depending n system setup, the Lync telephny functin may be able t cmpletely replace traditinal phne systems. A cnference is when mre than tw peple are invlved in a phne call. Lync als enables vide cnferencing where yu can see the ther peple as well as hear them. Lync ffers user-friendly features that enable a wide variety f cntent t be shared. Yu can use a Whitebard, run a PwerPint presentatin r display yur desktp r applicatins in the same way as if yu and the ther persn (r persns) were sitting tgether in the same training r cnference rm. This feature enables users t shw their presence status s that everyne else knws whether they are available, busy, away frm the ffice, in a meeting, etc. In additin, Lync users can display their current lcatin r change it manually if desired. They can als create a persnal prfile t display t cntacts. T use Lync, yu need a Windws client (Windws 7 r later required) as well as a user accunt n a Lync server r an Office 365 user accunt. T use the nline cnferencing and telephny features, yu will als need an audi device (micrphne r headset). 6 HERDT-Verlag

7 What Lync can d Benefits and functins f Lync What are the benefits f using Lync? Viewing presence status f ther peple Seeing whether a persn is in a meeting r busy Seeing where a persn is Sharing and presenting screens/prgrams Running presentatins Using a Whitebard Seeing whether a persn is available Using PC t make phne calls Click t Call (n need t dial phne number) Wrking jintly n dcuments Easy phning frm PC r n the mve Flexible participatin in meetings with n travel time Cmmunicating via instant messaging in real time Taking part in meetings frm wherever yu are Inviting external persns Using vide cnferencing tls Cmmunicating frm wherever yu are using different devices Exchanging chat messages with ne r mre peple At the wrkplace On the mve At the hme ffice With ntebks With smartphnes Integratin in existing applicatins Multi-applicatin access t instant messaging, presence, telephny and audi/vide/web cnferencing Central address bk fr Micrsft Lync and Micrsft Office applicatins Cntext-related cmmunicatin in the mst cmmn applicatins, including Micrsft Outlk and Micrsft SharePint. This means yu can send an instant message r r make a phne call directly frm the applicatin. Mbile access t instant messaging, presence infrmatin (is a specific cntact persn available?) and ther functinalities via PC, brwser and mbile cmmunicatin device. Lync's functins are nt nly available n desktp r ntebk cmputer, but als n numerus mbile devices. HERDT-Verlag 7

8 1 Lync Wrking tgether nline Netwrking and wrking with thers Finding cntacts, netwrking with thers and efficient cmmunicatin thanks t new cmprehensive presence functins, including images and current lcatin (ffice, hme ffice, etc.) User-friendly, central and reliable cnferencing Arranging and agreeing t attend meetings by clicking in Micrsft Outlk Efficient cllabratin thanks t integrated desktp and applicatin sharing, PwerPint uplads and cmprehensive Whitebard functins, including cpying and pasting f pictures and ther cntent Virtual lbby fr participants fr increased security and participatin cntrl. This enables participants t be admitted t the cnference nly after permissin has been given by the mderatr. Cmprehensive telephny and vide cnferencing Depending n system setup, yu can benefit frm varius new functins, a wide selectin f IP and USB devices (phnes, headsets, Web cams and cnference cameras) and the ptin f wrking in the ffice, at hme r n the mve. Optimal use f existing bandwidths thanks t autmatic adjustment f speech quality and user ntificatins regarding lw bandwidth availability. Full integratin capability in the traditinal telephny netwrk either by replacement f r integratin in the existing phne system. Depending n system setup, yu can either phne with Lync r use the cnventinal wrkplace phne system. Supprt fr all standard telephny functins, including call answering and frwarding, hld, tggle (hlding the first caller, answering a secnd call and then alternating between the tw callers), call diversin, keypad lck and release. All functins can als be accessed when ut f the ffice via a secure Internet cnnectin. Online everywhere With a standard user interface fr PC, mbile phne r brwser, yu can easily cmmunicate nline using a variety f devices. 8 HERDT-Verlag

9 What Lync can d 1 HERDT-Verlag 9

10 2 Lync Wrking tgether nline 2 Getting t grips with Lync In this chapter yu will learn t start and exit Lync abut the layut f the Lync user interface 2.1 Starting Lync Autmatic startup In mst cases Lync is set up s that when yu lg in t Windws this als signs yu int Lync and the applicatin starts autmatically. Lync nrmally remains permanently pen until yu lg ff the system r shut dwn the cmputer. Starting Lync manually in Windws 7 If Lync des nt start autmatically: Click the Windws START buttn. In the search bx, enter the first letters f the prgram name (e.g. lync) and select Lync 2013 frm the displayed list. Enter yur sign-in address and, if necessary, yur passwrd in bx. Starting Lync manually in Windws 8 Press s. In the search field, enter the first letters f the prgram name (e.g. lync) and select Lync 2013 frm the displayed list. Enter yur sign-in address and, if necessary, yur passwrd in bx. 10 HERDT-Verlag

11 Getting t grips with Lync The Lync prgram windw The Lync user interface On startup, the Lync prgram windw is displayed. The Lync user interface cntains the fllwing elements: User infrmatin, presence status Ribbn Optins Find cntact Cntacts List Audi settings Status bar Main Lync functinalities The Ribbn gives access t the main Lync functinalities. In the Cntacts List pane yu can see the views fr the individual functins. Icn Functin and explanatin Cntacts: Here yu'll find yur Cntacts List and infrmatin abut their presence status. This is the default view when Lync starts up. Cnversatins: A lg f yur Lync cnversatins, e.g. instant messages (see Chapter 5) and phne calls (see Chapter 6), is displayed here. Phne: Here yu'll find a keypad yu can use t enter phne numbers and make calls. Yu can als see received vic messages and access yur vic bx (see als Chapter 6). Meetings: Here yu'll find a list f yur appintments fr tday. HERDT-Verlag 11

12 2 Lync Wrking tgether nline The cnversatin windw Duble-clicking a cntact in the Cntacts List pens the cnversatin windw, which ffers the fllwing ptins: Text input area fr chat message (t send message: ENTER key Ü) Chat message (autmatically activated after duble-clicking t pen cnversatin windw ) Start Lync phne call Start vide call Share/present cntent (e.g. screen, prgram, Whitebard) Include ther peple in the cnversatin Alternative cntrl ptins in Lync Lync nrmally ffers several alternative ways f perfrming particular actins. Fr example, in additin t duble-clicking a cntact in the Cntacts List t pen the cnversatin windw, the fllwing ptins are als available: Using the right muse buttn t perfrm actins Right-click the cntact. Frm the cntext menu, select the type f cnversatin yu want t hld. The cnversatin windw nw pens with the relevant type f cnversatin activated. 12 HERDT-Verlag

13 Getting t grips with Lync 2 Starting actins by pinting and selecting Pint the muse at the picture r picture icn f the cntact. The Quick Access tlbar is nw displayed. Click the relevant icn t select the desired type f cnversatin (chat message, phne call r vide call). The cnversatin windw nw pens with the relevant type f cnversatin activated. Icns n the Quick Access tlbar Write message Make phne call Make vide call Display cntact card Mre ptins (e.g. send t cntact) 2.3 Exiting Lync Nrmally, Lync remains permanently pen frm the time yu lg in t the system until the cmputer is shut dwn r yu lg ff frm the system. If yu want t discnnect frm Lync while yu are wrking, yu can shut Lync dwn. Click the presence status under yur name. Select Exit. Once yu have exited Lync, yu will nt receive instant messages r phne calls. Other peple will see yur status as Offline. HERDT-Verlag 13

14 3 Lync Wrking tgether nline 3 Lync quick start guide In this chapter yu will learn t specify presence infrmatin find a cntact start cnversatins hld nline meetings share/present yur screen and applicatins use Lync t make phne calls 3.1 Finding cntacts and giving presence infrmatin Giving presence infrmatin In the tp sectin yu can give infrmatin abut yur presence and lcatin. Existing appintments in yur Outlk calendar are autmatically taken int accunt when displaying yur availability. Finding a cntact Enter the first letters f the name in the search bx. All matching cntacts are immediately displayed. Adding a cntact t the Cntacts List Right-click the cntact. Select Add t Favrites r Add t Cntacts List. 14 HERDT-Verlag

15 Lync quick start guide Hlding cnversatins Sending a chat message Duble-click the cntact in the Cntacts List. In the cnversatin windw, type yur message and press the ENTER key Ü t send it. Including ther peple in the cnversatin Click the icn in the cnversatin windw. Select Invite Mre Peple. Ending a cnversatin Clse the cnversatin windw by clicking the clse buttn r with the Ë key. HERDT-Verlag 15