Lync and Pexip Virtual Meeting Tools
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1 Lync and Pexip Virtual Meeting Tools Social Goal Upon completing the Lync and Pexip training session, I will be able to effectively communicate my status and what is happening in my world. Content Goal Upon completing the Lync and Pexip training session, I will identify when to appropriately use each software to communicate both inside and outside of IUPUC. Technology Goal Upon completing the Lync and Pexip training sessions, I will utilize the equipment available to host and attend virtual meetings. 1
2 Quotes, Thoughts, Warnings, What s on your mind Display your availability for others to see Click on Set Location Available able to take calls, chats, video conference Busy in the middle of something, but may answer Do Not Disturb will not take your call Be Right Back at work but ran to do something Off Work gone for the day Appear Away auto change when you step away so long Appear Offline want other to think you are signed out Reset Status change you to default status Sign Out log out of Lync Exit close Lync The popup window will display allowing the user to key in their location information IUPUC does not reference this information in an emergency dialing situation We have a back-end system called Pinnacle where we keep your location stored Your phone number is tied to your room number at IUPUC If you move rooms and your phone is picked up and moved, UITS MUST know about the move!!! If we do not update Pinnacle, and you dial 911, responders will go to the wrong location You are more than welcome to fill out the information. Just realize that this is not used in an emergency situation. All data is pulled from Pinnacle. Please do NOT move your phone around campus without UITS knowing about the change. Clicking on Show others My Location will show folks where you are located. 2
3 Contacts select this option to display your contacts Conversations select this option to display pervious conversations aka instant messages Phone select this option to display an on-screen dial pad to place a phone call Meetings select this option to display upcoming meetings Settings select this option to display the Menu Bar File Sign Out Log Out of Lync Change Sign-In Login as another user My Status Change your status for others to see View Received Files Look at files sent to you within Lync View Conversation History Look at IM s with users Close Minimize Lync and keep in running in background Exit Log out and Close out of Lync Quickly join meeting Use full features Call me at specified # Meet Now Join meeting, not audio Tools Help Show Menu Bar Always On top Keep Lync on top of all open windows Several other options and preferences to set on an individual basis Lync Help Gain access to help files pertaining to Lync Privacy Statement Webpage with privacy, tips & tricks Select to keep the menu bar displayed in Lync You ve been selected by your manager or server administrator to serve as a Lync response group agent in order to help answer phone calls for one or more workgroups in your organization. In the future, whenever incoming calls are being routed to your response group, your phone will ring if you are signed in as an agent. Click on the X to hide the notification 3
4 If you know the person s phone number, key in a 1 digit number to direct dial the individual Hover over the phone icon that displays Click the phone to place the call Click to display the contact s card. Click on Add to quickly add to the Outlook Contact Click on the to add to the Instant Messaging Contacts Click to add to Favorites or to your contact list The Favorites group lets you build a list of people you contact most often Key in a name to display contacts fitting the letters Information about the person will display Hover your mouse over the individual s photo to display the Quick Lync Menu 4
5 Click to start a Chat or Instant Message with the individual. The person s status will determine if they are able to receive IM s or not. Tabbed conversations is a new feature in Lync 213. This will allow you to navigate between multiple conversations at once. With a conversation highlighted, use the popout button at the top right to break out into a single conversation Click on the people icon to add additional people to the conversation Click the phone to place a direct call with the individual Click the video camera to start a video call with the person Click to view the person s contact card. From here, you can quickly add the individual to your list of contacts. Click the to view additional options to contact the person 5
6 Displaying and Sorting your Contacts Groups will display your contacts sorted by the associated grouping Groups allow you to cluster individuals into a team and identify quickly who is available. You can choose to communicate with one person in the group or the entire group at once. Status will sort by availablity 6
7 Relationships sorts contacts by their relationship status New allows you to create New contacts based on folks who have asked to include you in their contact list Click on the Add A Contact button Select an option below for adding new contacts Add a Contact in My Organization Add a Contact Not in My Organization Create a New Group Display Options This person is an IU employee This person is employed outside of IU Select if the contact is a Lync user, Skype user, or other Create a new group to hold contacts that you contact frequently Options for how contacts are displayed individual preferences apply 7
8 Receiving a Video Call A popup will alert you when someone sends a video call Hover over the person s picture and click on Accept You video feed will appear small in the lower right-hand corner while your attendee(s), the person talking, will appear large If you have multiple attendees, the five most active participants will appear in a line across the bottom of the screen. The main feed will change to display the person who is currently speaking. Click on the Chat (IM) icon to display info about the video session 8
9 Click on the telephone icon to mute/unmute your audio Click on the video camera during the conference and you will be able to click Stop My Video to stop your video but continue to see everyone else or click on End Video to stop sharing your video feed and end the feed you receive from others. 9
10 Click on the Monitor icon Present allows you to share your desktop and open programs Whiteboard allows you to draw or annotate on images OneNote allows for on the fly collaboration Attachments allows you to send attachments to participants If the person starts to present, you will have to click on Accept when the popup appears You will now see the desktop of the person presenting the video call You can request control of the presenter s desktop by clicking on the Request Control button located at the top of the screen. Presenter will stop sharing to remove access to their desktop 1
11 The presenter can share an application with you. This will allow for step-by-step demonstration during the video call. You can request control at the top of the screen. This will allow you to take control of the presenters program and input data. Presenter will stop sharing to remove access to their application The presenter can create a poll to take a quick survey with the participants. At the end of the Poll, they can display the results if they choose 11
12 The presnter is able to share documents with you on the fly during a presentation. Click on Open Click on Open The document will open it the proper application 12
13 Click on the Gallery View icon to invite more people to the conference Click to toggle between Speaker and Compact View 13
14 Click on the Click on Start Recording You can use the controls at the bottom to pause or stop recording or click the More Options Once the video is stopped, click on the More Options Select Manage Recordings 14
15 Wait while your video processes You will receive a popup when your video is ready to view Click on Play to view your video 15
16 Your video will play in the appropriate program with controls at the bottom Replace with your username By default, your video will be saved in the following location where brrund is your username 16
17 Click on Publish You can rename your video and choose another location to publish to 17
18 Open an internet browser of your choice (Chrome or Firefox) Key in bridge.iu.edu and press the Enter key Key in 22 plus your four digit extension for standard definition Key in 24 plus your four digit extension for high definition Key in your name Click on Advanced Click on Join Click to change the Bandwidth Select if you only want to present your screen in the meeting Select if you only want to present audio during the meeting Select to change your microphone Select to change you camera 18
19 When you key in the conference number and your name and click on join, you will be prompted to use the camera and mic Click on Allow You will automatically enter into the conference Notice your video will appear in both windows until someone joins the conference Inform your participants to navigate to bridge.iu.edu and give them the conference number from the login screen (Chrome) Once a participant joins, their video will appear in the large window. Hover your mouse to the left of your video feed to display a toolbar 19
20 Hide Self View Removes your video feed from your screen Disable Microphone Mutes your microphone Disable Camera Shuts off your video feed from the conference Enable Full Screen Toggled between full screen and a minimized view Present Share your entire screen or specific applications you have open Keypad Allows you to access a keypad About App Provides information about Pexip Disconnect Hang up and end the conference 2
21 Click on the Present icon from your toolbar You will be prompted to install the Pexip Screensharing Extension click on OK 21
22 A new tab will open. Click on the Free button A confirmation window will appear Click on the Add button 22
23 You will receive an Added To Chrome message Click X to close the window and the open tab Knowledge base article outlining known issues with browsers: Knowledge base article with steps to share your screen: Knowledge base article with tips if you experience quality issues outside of IU network: 23
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