MicrosoftLyncTMHowtoGuide

TM

MicrosoftLync ushersinanewconnectedexperiencetransformingeverycommunicationintoan
interactionthatismorecollaborative,engagingandaccessiblefromnearlyanywherewithanInternet
connection.Asingleinterfaceunitesvoice,IM,audio,video,andwebconferencingintoaricher,more
contextualofferingandasingleidentitymakesiteasierandmoreefficientforuserstofindcontacts,
checktheiravailabilityandconnectwiththem.LyncworksconsistentlywithMicrosoftOffice,enriching
theexperienceoffamiliarapplicationslikeMicrosoftOutlook,MicrosoftWord,MicrosoftSharePoint,
andmore.

GetMoreDoneinLessTime
ThepowerfulcollaborationtoolsinMicrosoftLynchelpyougetmoredoneinlesstime,soyoucanbe
presentwhereandwhenyouneedtobemost.
Contacts
MicrosoftLyncmakesiteasytokeepallyourcontactsinoneplace,soyoucancommunicatemore
easily.Contactscanbesortedbygroups,presencestatus,andrelationship.

Findaperson
Tofindaperson,typethepersonsname,emailaddress,orphonenumberintheSearchDialog
Box.Asyoutype,Searchresultswillappear.SearchresultsareshownbyNameandbySkill.

SkillSearch
Tosearchbyskill,beginbyenteringyour
keywordsintheSearchDialogBox.Thiswill
defaulttoanamesearch,soclickonskillto
bringupthoseinyourorganizationwho
meetyourcriteria.

Viewcontactcard
Toviewthecontactcard,rightclickonthe
contactsnameandselectViewContact
Card,orclickAlt+Enterforacontactyou
havehighlighted.
Alternatively,youcanhoverbyholding
yourmouseoveracontacttopullupthe
contactcard.

Addcontact
Typeapersonsname,emailaddressor
phonenumberintheSearchDialogBox.In
thesearchresults,highlighttheirname,and
thenselecttheplussymbol.

Presence
MicrosoftLynchelpsyoustayconnected,butitalsogivesyoutheflexibilitytochoosewhenandhow
youcanbecontacted.
UnderstandingPresence
Lyncprovidesanimmediate,visualrepresentationofacontactsavailability,orpresence.Bysimply
lookingatthecontactlist,youcanfindeverythingyouneedataglance.Forexample,agreenicon
meansacontactisavailable,redmeansacontactisbusy,andyellowindicatesthatacontactisAway
fromthecomputer.Whereveracontact'snameappearsinanemailmessageoronateamsite
statusandcontactinformationalsoisdisplayed.Presenceinformationcanbesetbythecontact
manually,orselectedbasedonavailablecalendarinformation.PresencestatessetbytheuserorLync
Server2010:

StatusText

Description

Available

Thecontactisonlineandisavailabletoparticipateinconversations.

Busy
InaCall

AppearAway

OffWork

Thecontactscomputerhasbeenidleforlongerthanatimeperiod
thatisspecifiedbytheuser(bydefault,15minutes).
ThecontactsOutlookcalendarorOutofOfficeAssistantindicates
thatheorsheisoutoftheoffice.
Thecontactistemporarilyunavailable.
ThecontacthasmanuallysethisorherpresencestatustoAwayor
AppearAway.
Thecontactisnotatwork;howeverthecontactcanstillsendandreceiveIM
conversations.

BeRightBack

Thecontactisonlinebutnotavailable;howeverthecontactcanstillsendand
receiveIM

Offline

Thecontactisnotonline.Thisstatusisdisplayedforthefollowingreasons:

Presence
unknown
Blocked

Thecontactisonlinebutnotavailableforoneofthefollowingreasons:

InaCall:Thecontactisinavoiceorvideoconversation.
InaConference:Thecontactisinamultipartyconversationusing
InaConference
phone,voice,video,and/orapplicationsharing.
InaMeeting
InaMeeting:TheOutlookcalendarshowsthatthecontacthasa
scheduledmeeting.
DoNotDisturb Thecontactisonlinebutdoesnotwanttobeinterrupted.Userscanspecify
thelevelofprivacyinDoNotDisturbmodebychoosingoptionsthatenable
nodisplayalertstooptionsthatallowalertsfromaspecifiedworkgroup.In
thisstate,acontactcaninitiateIMconversationsbutcannotreceiveincoming
messagesunlesspartofathreadtheybegan.Youcanreplyuntilthecontact
hasclosedcurrentconversationwindow.

Thecontactisonlinebutisengagedinanotheractivity.Activitiesinclude:

Thecontacthasnotsignedin.
Thecontacthasblockedtheuserfromseeinghisorherpresence
status.
LyncServer2010cannotdeterminethestatusofthecontact.
Theuserhasblockedthecorrespondingcontact.Totheblockedcontactthe
userappearstobeoffline.

ChangingyourPresenceStatus
Changingyourpresencestatushelpscoworkersknowwhenyouareandarentavailable.Presenceis
enhancedinLyncwithpictures,locationinformation,andadditionalstatessuchasOffWorkto
providemoregranularinformationaboutavailabilityandcommunicationpreferences.

TochangeyourPresencestatus,clickon
thedropdownarrownexttoyourcurrent
status(directlybelowyourname),and
selecttheappropriatePresencestate:
Available,Busy,DoNotDisturb,BeRight
Back,OffWork,orAppearAway.

InstantMessaging
Startinganinstantmessaging(IM)sessionisassimpleasdoubleclickingacontactnamefromyour
ContactList.ThisopenstheConversationwindowwhereyouenteryourIMandviewresponsesfrom
others.

Tostartaninstantmessagingsessionwithasingle
contact
IntheContactList,doubleclickacontact
name,typeamessage,andthenpress
ENTER.IfthecontactisnotintheContact
List,typethepersonsnameintheSearch
box,andthendoubleclickthenameinthe
SearchResultsbox.

Tostartaninstantmessagingsessionwithagroup,
dooneofthefollowing:
Tosendaninstantmessagetoa
distributiongrouporcontactgroup,right
clickagroupname,clickSendanInstant
Message,typeamessageandthenpress
ENTER.

Tosendaninstantmessagetomultiple
contacts,holdtheCTRLkeytoselectthe
contacts,rightclickthelastcontact,and
thenclickSendanInstantMessage,typea
messageandthenpressENTER.
StartanInstantMessageconversation
withonecontact,thendraganddrop
additionalcontactsdirectlyintothechat
window.Thisjoinsallcontactstothe
conversation.

UseEtiquetteinInstantMessaging
InstantMessaging(IM)islessintrusivethanaphonecallandoftenquickerthanemail.Itsverynatureis
conversationalandsimilartofacetofacediscussions.Thereareafewgeneraletiquetterulesyou
shouldkeepinmindwhencommunicatingviaIM.
BeforesendinganIM,checkthepersonspresencestatus.Thiswillhelpyoudecideifandwhen
itsappropriatetoconnect:
Available: go ahead and initiate a conversation as you your contact is willing and available.
Busy: refrain from sending a message unless its urgent.
In a Call: your contact may be slow to respond or may not respond at all. This will vary by
person and by the nature of the call.
Do Not Disturb: messages cannot be sent and are blocked by the system.

WheninitiatinganIM,itsagoodpracticetoaskiftheotherpersoniftheyhavetimetochat
withyou(e.g.,GotamomenttodiscusstheContosoaccount?).Thisisntalwaysnecessary
withsomeoneyouknowwell,butuseyourjudgment.
Sometimesapersonmayormaynotrespondimmediately.Avoidsendingmultiplemessages
andwaitforaresponsetoyourinitialIMunlessitisurgent.
Ifyoureceiveaterseresponse(e.g.,"inameetingtalklater"),dontbeoffended.Theyrejust
lettingyouknowthey'reunavailableatthetime.
DependingonyourcompanyspolicyIMconversationsmaybemonitoredorsaved.Always
considerthetoneandcontentofyourmessages.
Ifyoureinameeting,call,orWebconference,turnoffthesoundonyourIMtoensureyou
wontbedisturbingtoothersinthemeeting.Toturnoffsoundforincomingalerts,fromthe
menubarclickOptions>AlertsandthenunderRingtonesandSounds,selectSuspendSounds
whenmystatusisBusy.
DontinvitesomeonetojoinamultipartyIMsessioninprogresswithoutfirstaskingeveryonein
thesessionifitsOK.
Avoidhavingtoomanygoodbyesasyouandyourcolleagueattempttoendtheconversation.
AskbeforeelevatinganIMconversationtoacall,videochat,orconference.Theymayonlyhave
timeforaquicknoteandnotforafullconversation.

BeattheCenterofYourNetwork
MicrosoftLynchelpsconnectwithyournetworkoffriends,colleaguesandpartnerssoyoucanstayin
touch.Itenablesyoutocommunicatewithcontactsfromfederatednetworks,includingWindowsLive,
AOL,andYahoo!Andpictureenhancedpresenceinformation,automaticcontactslists,andactivity
feedsletyouaddyourpersonaltouch.
Addcontactsfromfederatednetworks
Typetheemailaddressofyourcontactintothesearchbar.Inthesearchresults,highlightyour
contactthenselectAddtoContacts.
UseEtiquetteinManagingContacts
YoudontneedpermissiontoaddsomeonetoyourContactList;however,bydefault,the
personyouaddtoyourContactListreceivesanalertthatyouhaveaddedthem.Toadda
contact,typethepersonsnameintheSearchbox,andthendragthenamefromSearchresults
intoagroup(otherthanRecentContacts)inyourContactList.

IfsomeoneaddsyoutotheirContactList,youarenotobligatedtoaddthemtoyourcontactlist.
YoucangentlydeclinebycheckingthebuttonandclickingOK.

UseStatusMessage
Statusmessagesgiveyouanopportunitytoquicklysharemoreinformationwithyourcontactsbeyond
yourPresence.

Lyncdisplaysastatusmessage
automaticallyforyoubasedonyourOut
ofOfficemessage.Keepingthisupdated
willhelpcoworkersknowwhereyouare
andhowtoreachyou.
Youcanmanuallyenterastatusmessage
intotheNoteBoxtoaugmentyourOutof
Officemessageorprovidemoredetails
whenyouareintheoffice.Todoso,
simplytypeyourmessageintothedialog
boxaboveyournameintheLyncclient.
Toviewstatusmessagesfromyour
contacts,clickontheActivityFeedsicon.
Thisbringsupalistofrecentstatus
messages.

UseEmoticonsinsocialmessages
Usingemoticonsgraphicalrepresentationsoffacialexpressionsinyourmessagescanhelpprovide
contextaroundthemeaningbehindthewrittenwords.
ToaddanemoticontoanIM:intheConversationwindowofthemessagearea,placethecursor
whereyouwanttoinserttheemoticon.ClicktheEmoticonbutton,andthenselectanemoticon.

Work from anywhere*, virtually

WithMicrosoftLync,youcanbeconnectedtotheofficefromtheroad,home,yourfavoritecoffeeshop,
ornearlyanywherewithanInternetconnection.
SettingYourLocation
MicrosoftLyncmakesiteasytoletothersknowwhereyouareandhowtoreachyou.MicrosoftLync
canautomaticallydetermineyourlocationwhenyouloginagainfromplacesyoufrequent.Tosetyour
location:
FromthemainMicrosoftLyncinterface,
clickontheSetYourLocationtext.This
willenableyoutoenteracustom
location.Ifyouvealreadyaddedyour
location,youcanselectitfromthedrop
downmenunexttoSetYourLocation.

ConferencingOptions
MicrosoftLyncoffersrobustconferencingoptions,includingIM,audio,video,andwebconferences
givingyoumanycollaborationtoolstobemoresuccessful.Lyncisallyouneedforalltypesofmeetings,
bothscheduledandspontaneous.AndsimplewatercoolerIMconversationscanbeescalatedtoan
audioconferencewithdesktopsharingamongmembersinstantly,easily,andwithoutinterruptingthe
conversationflow.

MeetNowConferences:youcanstartMeetNowconferencesusingIM,audio,video,ordesktop
sharingcapabilities.
Tostartanonscheduledconference,clicktheMenubutton,andthenclickMeetNowtoopena
newconference.Toinviteothers,dooneorbothofthefollowing:
o Toinvitesomeoneinsideyourorganization,clicktheInvitebutton,andthenselecta
contactfromthelist.
o Toinvitesomeoneoutsideyourorganizationbyemail,inthenewconversation
window,clickthearrownexttotheInvitebutton,andthenclickInvitebyEmail.Ane
mailmessageopensinMicrosoftOutlook.(IfyoudonothaveOutlook,youcancopythe
invitationtexttotheemailprogramofyourchoice.)Sendtheemailtotheinvitee,who
canjointheconversationbyusingeitherCommunicatororCommunicatorWebAccess.

IMconferences:youcanstartIMconferencesbyinvitingadditionaluserstoanexistingIM
conversationorbystartinganIMconversationwithmultipleusers.
IntheContactList,holdtheCTRLkey,andthenselectthecontactsthatyouwanttoinvite.Right
clickthelastcontact,andthenclickSendanInstantMessage.TypeyourmessageintheMessage
Entrybox,andthenpressENTER.
ToinvitesomeonewithinyourorganizationtoanexistingIMconference,simplydraganddropa
contactfromyourcontactlistdirectlytothechatwindow.Thisaddsthemtotheconversation.
Unscheduledaudioconferencecalls:anadhocconferencecallcanbestartedbyaddingadditional
userstoanexistingcallorbystartingacallbyselectingmultiplecontactsinthecontactlist.
Fromthecontactlistselectmultiplecontacts,holdtheCTRLkey,andthenselectthecontacts
thatyouwanttocall.Rightclickthelastcontact,andthenselectStartaConferenceCall.

Scheduleaudioconferencecalls:audioconferencecallscanbescheduledinadvanceeitherbyusingthe
OutlookConferencingAddinordirectlyfromLync.
ToscheduleanaudioconferencefromOutlook,openanewmeetingrequestandclickontheLync
OnlineMeetingaddininthetopribbon.Youareallsetwithcallindetailsandaurllinktojoin
directlyfrommeetingrequest

JoinanyLyncMeeting
TojoinfromOutlookcalendar,openthecalendarinviteandclickonJoinOnlineMeeting
TojoinfromOutlookreminder,simplyclickonJoinOnlinebuttononreminderpopup

Videoconferencing:withLyncyoucanintegratevideointoyourconferencesbyusingawebcam.
Tostartavideoconference,withmultiplecontacts:IntheContactList,holdtheCTRLkey,and
thenselectthecontactsthatyouwanttoinvite.Rightclickthelastcontact,andthenclickStart
aVideoCall.
Application&DocumentSharing
Applicationanddocumentsharingallowsyoutobroadcastanyvisuals,applications,Webpages,
documents,software,orpartofyourdesktoptoremoteparticipantsinrealtime,rightfromLync.

Shareyourdesktoporapplications
FromanIM,orconference
youareattending,selectthe
Sharedropdownmenu.
Thenselecttheoptionthat
bestfitsyourneeds:desktop,
program,orPowerPoint
presentation.Onceselected
yourattendeeswillneedto
acceptthesharingrequestin
ordertoseeyourshared
content.Youcanalsogrant
controltoanyattendee

StartWhiteboardapplication
Fromthemenubarofan
opencontactcard,clickon
thesharedropdownand
selectwhiteboard.Thiswill
openasharedwhiteboard
sessionwithall
participants.

UnifyYourCommunications
MicrosoftLyncbringstogetherallofyourcommunicationsneedsintooneplace,simplifying
communication.

Managingvoicecalls
YoucanuseLynctomakeoneclickphonecallstocontactsinyourContactList.UsingtheCallingOptions
arrowtotherightofthecallbuttongivesyouadditionalwaystocommunicatewithacontact.

MakingPhoneCalls
Tomakeaoneclickphonecallclickthe
contactsCallbuttoninthecontactlist
Tocallanalternatephonenumber,click
thearrowtotherightoftheCallbutton,
andthenclickthenumberyouwanttocall
forthatcontact.
Toenteraphonenumbertocall,typethe
numberintothesearchboxandthenclick
thecallbutton.Youalsocanopenthedial
padandtypethenumberdirectlyintoit.
Youalsocandialphonenumbersdirectly
byclickingonthePhoneiconandusing
theonscreendialpad.
ChangingConferencingPin:
Tochangeyourconferencingpin,clickon
pinbelowthedialpad.Youwillbe
directedtoawebpagewhereyoucan
enteryournewpin
TestCall
Tocheckonyouraudioqualityissue,you
canperformatestcallbyclickingoncheck
belowthedialpad.Lyncwillmakeatest
callyournumber

VideoCalls
YoucaneasilymakevideocallstocontactsinyourContactList,butyoumusthaveawebcam.Youcan
receiveandparticipateinavideocallwithoutawebcam.Inthiscase,youseethecallersvideostream,
butnovideoistransmittedfromyou.

Tomakeavideocall,rightclickona
contactinyourcontactlist,thenclickStart
aVideoCall.
YoucanconvertanyIMconversationinto
avideocallbyclickingonVideoinyourIM
window

ManagingVoiceMail
WithLync,previewsofyourVoiceMailmessagesappearinyourOfficeOutlookInbox.Youalsocan
listentoyourmessagesdirectlyfromLync.
CallVoiceMail
IfyouwanttocallyourVoiceMailnumbertocheck
messages,clickonthesettingbuttonasseenbelowand
thenclickonCallVoicemail.Lyncwillautomaticallytake
youtoyourvoicemailinboxwithoutyouhavingtodialuser
nameandpassword.YoucansimilarlySetupVoicemail
fromhere.
ChangeYourVoiceMailGreeting
IfyouwanttochangeyourVoiceMailgreeting,clickthe
settingsbuttonandthenclickonChangeVoicemail

ManagingDevices
Lyncletsyouswitch,forwardortransfercallstootherdeviceswhileonthecallwithoutdisruptiontothe
conversation.

Toswitchdevices(e.g.:betweenPCaudioand
headset)whileacallisinprogress:
Selectthedropdownmenunexttothe
primarydeviceinuseicon.Thenchange
thedeviceforthiscallandselectwhich
deviceyouwouldliketoswitchto.

Totransfertoanotherdevice(e.g.:fromPCto
mobilephone)whileacallisinprogress:
Fromthemenubarofanopencontact
card,clickonthecalldropdownand
selectwhichdeviceyouwanttotransfer
thecallto.

ForwardingCalls
Lyncoffersseveraloptionsforautomaticallyforwardingincomingcalls.Forexample,youcanforward
callstoyourVoiceMail,oneofyourotherphonenumbers,oranotherperson.

ToForwardcallstoVoiceMail,anotherphone,or

acontact:
SelectCallForwardingSettingsfromthe
Toolsmenu.Then,selectaphonenumber,
VoiceMail,NewNumber,orContact
AlternatelyyoucanselectCallForwarding
fromthebottomoftheLyncconsole.

Tosimultaneouslyringanothernumberatthe
sametimeyournumberrings
SelectCallForwardingSettingsfromthe
Toolsmenu,thencheckSimultaneously
Ring.Onceyouhavedonethis,selecta
number,orclickNewNumberandentera
number.
AlternatelyyoucanselecttheCall
Forwardingbuttonfromthebottomofthe
LyncconsoleandthenpickSimultaneously
Ringfromthedropdownmenu.

ToRedirectunansweredcallstoVoiceMail,
anothernumber,oracontact:
SelectCallForwardingSettingsfromthe
Toolsmenu,thenCheckForwardmycalls
to,andselectVoiceMail.
AlternatelyyoucanselecttheCall
Forwardingbuttonfromthebottomofthe
LyncconsoleandthenpickForwardCalls
toVoiceMail.

IntegrationwithMicrosoftOffice
UserscancommunicatewithcontextfromMicrosoftOfficeapplications.LyncServer2010workswith
Exchange,SharePoint,andOfficeapplicationsforarichercollaborativeexperiencewithconsistent
presence,clicktocalloptions,andanewsharedcontactcard.
PresenceinOfficeapplications
PresenceisintegratedthroughoutOffice2010,includingOutlook,SharePoint,Word,PowerPoint,
Excel,andOutlook.Hoveringoverpresenceicondisplaysthecontactcardwithphoto,presence
information,andoneclickconnectoptions.WordSmartTagsalsohavepresencecapability.
Coauthoring
InWordandPowerPoint,userscanseepresenceinformationandclicktocommunicatefromwithinthe
documenttoinitiateacoauthoringsession.Otheruserscanbebroughtintothesessionjustaseasily.
OfficeBackstageintegration
ThenewOfficeBackstageviewintegratesvariouscommunicationoptionssouserscansharedocuments
andpresentationsviaIM,sharetheapplicationitself,orclicktocalldirectlyfromtheapplication.
Streamlinedcommunicationfromwithinapplicationssimplifiescollaborationandboostsproductivity.
Userscanrespondtoemailmessageswithaphonecallortheycancontacttheauthorofadocument
allfromwithinMicrosoftOfficeapplications.

Seepresenceforpeopleassociatedwithadocument
Findcontactstosharedocumentswith
SenddocumentsviaIMwiththeSendNowbutton
InitiateadhocapplicationsharingfromwithinthedocumentwiththeShareNowbutton

This material is provided for informational purposes only. Microsoft makes no warranties, express or implied.
*Anywhere Access requires internet connectivity and, if from mobile devices, access depends on WiFi capability and/or mobile
network coverage.