PolyU Staff Email Service Lync 2013 Setup and User Guide Version 1.0 Last Update: 28 November 2013 PolyU Staff Email: www.polyu.edu.hk/email ITS HelpCentre Support: www.polyu.edu.hk/hots ITS HelpCentre Support Hotline: 2766 5900 1
Table of Contents 1. Introduction... 3 A. Software Requirements for Lync 2013 and the Online Meeting Add-in for Lync 2013*... 3 B. Recommended Hardware for Lync 2013 and the Online Meeting Add-in for Lync 2013... 4 C. Benefits of Using Lync 2013 Service... 5 D. Features of Lync 2013 Service... 6 2. Setup of Lync 2013 Service... 7 2.1 For Windows 7 Client... 7 2.2 For Windows Vista Client... 15 3. Usage Guide... 21 A. Sign In... 21 B. Set Status and Current Information... 23 C. Find a Contact... 24 D. Send an Instant Message (IM)... 24 E. Receive an Instant Message... 25 F. Personalize your Contact Info... 26 G. Build your Contact List... 28 H. Make an Appointment with Online Meeting Content... 30 I. Set Meeting Options... 32 J. Send your Online Meeting Invitation... 33 K. Join the Meeting... 34 L. Joining a Lync Meeting Using Lync Web App... 37 M. Send Messages, Add Audio and Video... 43 N. Share your Desktop... 44 O. Stop Sharing... 45 P. Give Control of your Desktop to Others... 46 Q. Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll... 48 R. Transfer a File an individual contact... 52 2
1. Introduction Microsoft Lync 2013, one of the components of Microsoft Office 365 for Education, is a cloud based communications service that connects people in new ways, anytime, from virtually anywhere. Lync 2013 provides Office 365 users with instant messaging (IM), online meetings, availability information, and audio and video calling at work. Transform your interactions with colleagues, customers and partners from today s hit-and-miss communication to a more collaborative, engaging, and effective experience. The latest version of Lync 2013 offers a new, clean look to help you communicate quickly and easily. A. Software Requirements for Lync 2013 and the Online Meeting Add-in for Lync 2013* System component Minimum requirement Windows Operating system Windows 8 Windows 7 operating system Windows Server 2008 R2 with latest service pack Installation and updates Administrator rights and permissions Browser Microsoft Office Integration Windows Internet Explorer 10 Internet browser Windows Internet Explorer 9 Internet browser Windows Internet Explorer 8 Internet browser Windows Internet Explorer 7 Internet browser Mozilla Firefox web browser For the full set of integration features: Outlook 2013 messaging and collaboration client Outlook 2010 messaging and collaboration client Mac OS 10.5.8 or latest service pack or release (Intel-based) operating systems Firefox 3 and later versions Safari 4 and later versions * The Online Meeting Add-in for Lync 2013, which supports meeting management from within the Outlook messaging and collaboration client, install automatically with Lync 2013. 3
B. Recommended Hardware for Lync 2013 and the Online Meeting Addin for Lync 2013 System component Minimum requirement Computer/processor Intel Pentium 4, AMD Athlon 64, or equivalent Memory 2 gigabytes (GB) of RAM Data and Voice Display resolution 1024x768 required Display (Graphics) hardware Telephony Minimum 1.6 gigahertz (GHz) or faster processor. Microsoft recommend 2.0 gigahertz (32-bit or 64-bit) Support for Microsoft DirectX9 application programming interface 128 megabytes (MB) of graphics memory (minimum). Microsoft recommends 256 MB of graphics memory. Windows Display Driver Model driver Pixel Shader 2.0 in hardware 32 bits per pixel Microphone and speakers, headset with microphone, or equivalent device(s). Recommended devices: Phones with the Optimized for Microsoft Lync logo (see Phones and Devices Qualified for Microsoft Lync at http://go.microsoft.com/fwlink/p/?linkid=208938 for a list) Phones that run Lync Phone Edition Video source USB 2.0 video camera or Polycom CX5000 HD device (RoundTable device) Bandwidth requirements Data: 56 kbps (minimum); 56 kbps (high-quality). Voice: 50 kbps (minimum); 80 kbps (high-quality). Video: 50 kbps (minimum); 250 kbps for CIF, 600 kbps for VGA, 1.5 Mbps for High Definition (high-quality). RoundTable device: 50 kbps (minimum); 250 kbps (highquality). The required and recommended bandwidth speeds are cumulative. For example, to use voice, webcam, and the RoundTable device, the minimum bandwidth would be 50+50+50=150 kbps. 4
C. Benefits of Using Lync 2013 Service Lync 2013 is an enterprise-grade communication solution that can improve business efficiencies, increase productivity, and provide cost savings. Know whether others are available to communicate. Repeatedly attempting to reach each other by phone or email is a common communication problem in today s business world. Often the problem stems from workers who are physically separated by geography and time zones and who lack visibility into other people's availability or presence. Presence information is especially important when there is a need for a critical business discussion or a time-sensitive decision has to be made. Lync 2013 helps organizations increase individual productivity by adding presence, IM, and PC-to-PC audio and video calling to the business IT infrastructure. Presence and click-to-communicate from Microsoft Office Outlook. Collaborating with others can be challenging for workers whose jobs require constant use of business productivity applications during the work day. Lync 2013 connects presence and realtime collaboration capabilities with the Microsoft Office Outlook messaging and collaboration client. This enables higher productivity by allowing workers to collaborate using the programs they re already familiar with. Connect with people and be more productive through a rich and immersive online meeting experience. Online meetings enable users to connect wherever they are through PC-based audio, video, and web conferencing, both as scheduled meetings and spontaneous, ad hoc collaboration sessions. With Lync 2013, users can collaborate, share information, and coordinate their efforts in real time, all within the context of an existing workflow. Lync 2013 supports an integrated conferencing experience, enabling users to join the same conference from the PC (via the Microsoft Lync 2013 client) or from a phone (requires a separate dial-in audio conferencing service from a qualified partner). Collaborate within SharePoint sites. Lync 2013 serves as the presence engine for SharePoint team sites and portals, providing presence and IM access from within Windows SharePoint Services and SharePoint Server sites. For example, users can enable the Members Web Part to see the presence of anyone associated with a SharePoint site, which allows information workers to spend more productive time in their business productivity applications. Communicate with other organizations running Lync. The federation feature of Lync 2013 establishes trusted relationships between an organization and one or more external organizations. This allows users to see user presence and communicate using IM and PC-based audio and video across organizational boundaries. Communicate with Windows Live Messenger contacts. Lync 2013 enables your users to connect with Windows Live Messenger contacts using IM, audio and video calls directly from Lync. Reduce costs. Lync 2013 facilitates rich and engaging communications across and outside an organization without expensive business travel or costly phone bills. The Lync 2013 service allows organizations to focus IT resources on developing value instead of running IT infrastructure. Microsoft manages the risks and complexity of operational systems. 5
D. Features of Lync 2013 Service 1. Lync Unified Client Lync 2013 provides a single, unified client for real-time communications, including voice and video calls, Lync Meetings, presence, instant messaging, and persistent chat. Having a single UC client application instead of multiple applications simplifies deployment, adoption, and support. 2. Lync Web App The Lync Web App allows PC and Mac users to join a Lync Meeting from within an HTML5- based browser, and delivers a full Lync meeting experience, including multiparty HD video, voice over IP, instant messaging, desktop, application, and PowerPoint sharing. 3. Lync Mobile Clients Lync Mobile Clients are available for Windows Phone, iphone, ipad, and Android. 4. Single Click Conference Join Joining a Lync Meeting requires only a single click or touch, whether from an Outlook meeting reminder on a Windows PC or from the calendar or meeting pane on Windows Phone, ios, and Android devices. 5. Presence See the availability status of a contact with visual presence indicators. New presence states include: Presenter (while laptop is connected to a projector) and Working Elsewhere (to indicate physically out of the office yet working). 6. Contact Card A dynamic card that displays a contact s high resolution photo, their presence, status note, location and organizational details and is consistent across Microsoft Office applications. 7. Lync Meeting Previously known as "online meeting", Lync Meetings provide capabilities to interact with people through multiparty HD video, audio, instant messaging, and content sharing. 8. Meeting View Meeting View options are designed to bring content and people together while optimizing the Lync Meeting experience for every individual participant s needs. The Meeting View is selected by the participant. 9. OneNote Share OneNote Share allows users to create and share OneNote digital meeting notes within a Lync Meeting, reducing possible errors caused by later transcription and simplifying communication and follow-up. 6
2. Setup of Lync 2013 Service 2.1 For Windows 7 Client The following illustrations are based on Outlook Client 2010, Outlook 2007 and Windows 7 Enterprise Service Pack1 with the latest service patches. 1. Go to the following Microsoft Center links to obtain the Lync Basic 2013 (32 bit) or Lync Basic 2013 (64 bit) that depends on your Windows version. Microsoft Center http://www.microsoft.com/en-us/download/details.aspx?id=35450 (Lync Basic 2013 64Bit) http://www.microsoft.com/en-us/download/details.aspx?id=35451 (Lync Basic 2013 32Bit) Select your preferred Language and click Download 1 2 1 2 7
2. You can install immediately by clicking Open if using Google Chrome. By default, the Google Chrome saves the file in C:\Users\<YourName>\Downloads folder. Using Google Chrome 2 1 You can Click Run to install immediately OR click Save to save the executable file (lyncentry.exe) in anywhere and install manually afterward if using Microsoft Internet Explorer (IE). Using Microsoft IE After saving, double-click the file to run OR right-click the file and select Run as administrator to start to install. 8
3. Click Yes to continue when a confirmation message is popped up about the installation as shown below. 4. Select I accept the terms of this agreement check box and click Continue 9
1 2 5. Click Install Now to install 10
6. Wait for a minute for the setup 7. Click Close when finishing 11
8a. For Windows 7 Enterprise with Microsoft Office 2010 installed. An interface for signing in would be displayed automatically. If the interface is not displayed, you may click Start > Microsoft Office 2013 > Lync 2013 8b. For Windows 7 Enterprise with Microsoft Office 2007 installed. An interface for signing in would be displayed automatically. If the interface is not displayed, you may click Start > Microsoft Office 2013 > Lync 2013. you may click Start > Microsoft Office 2013 > Lync 2013 12
Click Use recommended settings if you want to recommend setting or click Install updates only if you want to install updates only and then click Accept Click Yes to continue On the interface for signing in, enter your staff email NetID@polyu.edu.hk as Signin address then click Sign in Use your NetID@polyu.edu.hk 13
9. After signing in successfully, the interface of Lync will be displayed and your status in Lync will be shown at the bottom-right corner of your screen 10. You may sign out by clicking your Lync status at the bottom-right corner of your screen and then select Sign Out 14
2.2 For Windows Vista Client The following illustrations are based on Outlook 2007 and Windows Vista. 1. Go to http://www.polyu.edu.hk/email and then click Staff Email Login 2. Enter your NetID and NetPassword and then click Sign In 3. After logging to the Staff Email system, click Settings and then click Office 365 settings 15
4. Select software 5. Select Install Lync 2010 under Not ready to install the latest version of Lync? 16
6. Select your preferred Language, an appropriate version based on your Windows version and click advanced if 64-bit and then click install 1 2 3 7. Click Run to save and install immediately OR click Save to save the file and run it manually afterward 8. Double-click the file to run OR right-click the file and select Run as administrator to start to install. 17
9. Wait for a minute for copying and then click Install 10. Wait for a minute for the setup 18
11. Click Close to complete the installation 12. An interface for signing in would be displayed automatically. If the interface is not displayed, you may click Start > All Programs > Microsoft Lync 2010 > Microsoft Lync 2010 3 2 1 13. On the interface for signing in, enter your staff email NetID@polyu.edu.hk as Sign-in address then sign in 19
14. (optional) To run Lync 2010, an additional software msoidcli.msi is required. If your system is missing the required software, it will ask you to download (before you sign in) in order to complete the installation process. Click Download and install now? to download and install it. 15. After completion of the installation, enter your NetID@polyu.edu.hk and Netpassword and then click Sign In 16. After signing in successfully, the interface of Lync will be displayed and your status in Lync will be shown at the bottom-right corner of your screen 20
3. Usage Guide A. Sign In 1. Click Start button > Programs > Microsoft Office 2013 > Lync 2013 3 2 1 2. On the interface for signing in, enter your staff email NetID@polyu.edu.hk as Sign-in address then sign in by clicking Sign In Clicking your status beside Sign in as 21
Enter the NetPassword and then click Sign In 22
B. Set Status and Current Information You could edit your status and current information as shown in the illustration below on the main interface of Lync. Menu Bar Click to edit your personal message Click to customize your photo Click to edit your current location Enter a name/email to search a contact Lync Options Your contact list in Lync The following table lists the meaning of each status. 23
C. Find a Contact 1. Enter name/email of staff you want to find in Find someone or dial a number 2. Lync will search through your personal contacts and global address book in Outlook. The searching result will be shown immediately on the list below Find someone or dial a number Result Result Searching use Address Book Name Searching use NetID D. Send an Instant Message (IM) 1. Double-click a contact on the list (see Error! Reference source not found. or Error! Reference source not found.) or click the IM icon. A conversation will be popped up. 2. Edit your message. You may change the font color, type and size, and add emoticons. 3. Press [Enter] key on keyboard. 2. Edit your message 1. Click the IM icon 24
1. Doubleclick on contact 2. Edit your message 4. If you want to IM more than one contact, hold down the Ctrl key, and click each contact that you want to reach. And then click Send an IM E. Receive an Instant Message When someone sends you an instant message, an instant message alert appears in the bottom-right corner of your screen. 25
To accept the invitation, click anywhere on the picture display area of the IM request pane or to decline the invitation, click Ignore F. Personalize your Contact Info You can personalize your contact and status. For example, you can add your mobile phone number and make it available to closed contacts only. 1. Click Lync Options 2. Click Phones on the left panel of the Lync Options, then click Mobile Phone 26
3. Enter your phone number in Phone number, and then click OK 4. Select Include in my contact card check box, and then click OK 5. To let certain people see your personal numbers: in the Contacts list, right-click the contact s name, click Change Privacy Relationship, and then click Friends and Family or Workgroup 27
G. Build your Contact List Create a group You can set up a group for each team you work with so you can see at a glance who s available at any given time, or communicate with the entire team at once. To create a new group: 1. In the Lync main window, click the Add a Contact button 2. In the drop-down menu, select Create a New Group 3. In the space that opens up at bottom of the window, type over the phrase New Group to give your group a name Add a contact Your Contact list simplifies your communication and let you see contact information for the people most important to you. Add to it the people you expect to have regular interaction. 28
1. Use Lync Search to find the person, let says, TEST2 you want to add 2. Right-click the person s listing in the search returns 3. Click Add to Contact List 4. Click a group to add your new contact to 1 2 3 29
H. Make an Appointment with Online Meeting Content The Online Meeting Add-in for Microsoft Outlook is installed automatically when Microsoft Lync 2013 was installed. Choose one of the following options to schedule an online meeting 1. Open your Outlook calendar and on the Home tab, click New Lync Meeting 2 3 1 2. Click New Items > Lync Meeting 30
3. Click Lync Meeting in an Appointment The link for joining the Join Lync meeting will be then shown in the message content 31
I. Set Meeting Options You can customize your meeting options to fit your requirements, meeting type, and the participants. For example, customize access, presenters, video sharing permissions, and so on. 1. Click Meeting Options under Online Meeting group on an Appointment 2. To control meeting access, select an option under These people don t have to wait in the lobby. To choose presenters, select an option under Who s a presenter? To mute all attendees and prevent them from sharing video, use the options under Do you want to limit participation? 32
J. Send your Online Meeting Invitation Click Send in the Appointment to send your invitation after making an appointment (see Make an Appointment with Online Meeting Content). The appointment will be added on your calendar and the invitations will be sent. Make sure that you have the date and time of the appointment before sending. 33
K. Join the Meeting The recipients will receive the online meeting invitation you made (see Send your Online Meeting Invitation). In the invitation, there are four options: Accept, Tentative, Decline and Propose New Time. The recipients may click one of them to reply to the sender. To join a meeting, choose one of the following methods: 1. Click Join Lync Meeting 34
2. Click the invitation pop-up message and then click Join Lync Meeting 2 1 3. Click Join Online in the Outlook reminder. The remainder will be popped-up automatically if reminder of the appointment is set. You could choose your preference and then click OK in Join Meeting Audio 35
4. Click Join Using Lync Web App instead See Joining a Lync Meeting Using Lync Web App 36
L. Joining a Lync Meeting Using Lync Web App 1. Usually, if you don t have Lync 2013, you can join a scheduled Lync Meeting from Lync Web App. In some cases, the Lync Web App may be installed if you want to join using Lync Web App instead even Lync 2013 was installed. It would be launched automatically after clicking the Join Online or Join Lync Meeting (see Join the Meeting). 2. After clicking Join the meeting, an executive file for Lync Web App will be downloaded 3. Click Run to install after completion of download 37
Wait for a minute to install 4. Click Allow 38
5. After installation, click Join Using Lync Web App instead OR the Lync Web page will be display automatically after invitation message accepted. Click Join Using Lync Web App instead 6. The Lync Web App will be shown after you select Join Using Web App instead. Please enter your name if you were Guest and then click Join the meeting, otherwise, click Sign in if you are an Office 365 user, i.e. your staff email NetID@polyu.edu.hk. It is recommended selecting the Remember me check box to speed up your entry into future meetings. 1. Enter the name if Guest 2. then Guest click here Enter NetID@polyu.edu.hk 39
7a. (Option1) If you were a guest, entering a name in Guest, type your name below and click the Join the meeting. For example, entering the guest as a name 8a. (Option1) Click Allow 9a. (Option1) You are meeting using Lync Web App 40
10a. (Option1) You can send the message using IM in Lync Web App Edit your message 7b. (Option2) Click Sign in if you are an Office 365 user 8b. (Option2) Enter your staff email NetID@polyu.edu.hk and it will auto re-direct to PolyU web page 41
9b. (Option2) Enter your staff email NetID@polyu.edu.hk and NetPassword again 10b. (Option2) You are meeting using Lync Web App 42
M. Send Messages, Add Audio and Video You may add different communication modes to your IM conversation. For example, you can start an Instant Message (IM) conversation with a single contact and then add audio and video. You may share multiple documents/slides/programs which are running by sharing your desktop see share your Desktop); or attach files (see Attach a File to a Group Conversation). To invite more participants by clicking Invite More People Click IM to edit your message* with customized font size, color and emoticon See Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll and Share your Desktop Remark:- (1)All conversation is saved in the conversations tab in Lync and in the Conversation History folder in Outlook. (2) Microphone and speaker/headphone MUST be worked properly on your computer for making a call via Lync. (3)Web camera, microphone and speaker/headphone MUST be worked properly on your computer for making a video call. 43
N. Share your Desktop You could share your desktop (i.e. your screen) so that all conversation participants are able to see everything on your screen. In the following example, ITS Test2 is going to share his desktop to the participant ITS TEST1 In ITS TEST2 side, click the Manage 2 Presentation Content ( )and on the Present tab: click Desktop to show all the content of his desktop 3 1 Click Ok when the pop up message will be shown below: 44
In ITS TEST1 side, click Request Control, the desktop sharing session is established O. Stop Sharing You may click Stop Presenting on the top task bar of your screen or conversation in the sharing session to stop sharing. 45
Give Control P. Give Control of your Desktop to Others After the desktop sharing session is established, you could Give Control to one of participants and Take Back Control anytime. Participants could Request Control actively. Your Action To give your desktop control to others, you may click Give Control and then select one of attendees (participants) to take the control of your desktop A message that you want it back, press Ctrl+Alt+Space. Click OK 46
Request Control Give Control Take Back Control To take your desktop control back, you may click Give Control and then Take Back Control To allow control to be taken automatically, you may click Give Control and then Give Control Automatically Participants Action Participant may click Request Control in the desktop sharing session to get the control 47
Release Control Participant may click Release Control (after clicking Request Control) to release the control. Q. Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll Besides sharing desktop, you can share some running programs, PowerPoint presentation, whiteboard and conduct a poll. To share a particular running program such as Word document, a. Click the and on the Present tab: click and double-click the program you want 48
To share PowerPoint, a. On the Present tab, click b. Select PowerPoint file you would like to share c. To move the slides, click Thumbnails, then clik the slide you want to show, or use arrows at the bottom of the meeting room. d. To see your presenter notes, click Notes e. Click the Annotations button on the upper-right of the slide to open the toolbar, and use highlights, stamps, laser pointer, and so on To share white board, a. On the Present tab, click b. Use the annotation toolset on the right side of the whiteboard, that includes items such as highlight, stamps, laser pointer, writing, and drawing tools c. Click Stop Presenting to stop sharing 49
To conduct a poll, a. Click b. Enter information of the poll such as Questions and Choices c. Click Create When the polling is started, a. Let participants vote b. You could view the result immediately When the polling is finished, a. You may click Clear everyone s votes to restart the polling b. You may save the result as png type file after polling by selecting Save the poll results 50
In the sharing session, only one content (e.g. poll, whiteboard and PowerPoint) could be presented/shared at one time. You could switch to another content at any time for sharing. You may click on Manage Presentable Content to switch to another content for sharing. 51
R. Transfer a File an individual contact Drag-and-drop is the simplest way to send a file. In this example, ITS TEST1 sends a pptx file to ITS TEST2 and TEST2 accepts. TEST1 receives a message when the transfer is completed. TEST1 (Your Action) 1. Drag a file from file explorer or your Desktop 2. Drop it into a conversation or a contact on your contact list TEST2 (Participants Actions) Click Accept to save the file at a default location ; OR Click Save As and select a file location for saving the file; OR Click Decline You will receive notification when the transfer is completed or declined. Click the link to view the file 52